Senior Executive Assistant

Treatment Advocacy Center (TAC) is a national nonprofit organization based in Arlington, Virginia. Our mission is to eliminate barriers to the timely and effective treatment of severe mental illnesses, especially those involving psychosis. 

Position Summary 

The Treatment Advocacy Center seeks a Senior Executive Assistant to support the Executive Director and the Chief Administrative Officer. 

This role completes a variety of administrative tasks and will be responsible for independently maintaining a high level of detail, confidentiality, volume, and organization in a fast-paced environment, as well as innovatively adding value to our executive team. 

A person with strong organizational skills, excellent written and verbal communications skills, and a flexible and problem-solving disposition will thrive in this role. This position will act as a liaison with staff at all levels, our board of directors, and leaders from other organizations in our advocacy space. 

REPORTING AND SUPERVISORY RELATIONSHIP(S) 

Direct reporting relationship to the Executive Director. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Manage the Executive Director’s calendar, schedule meetings and conference calls, and respond to invitations and other correspondence; 
• Assistance with the Executive Director’s communications and outreach (manage and oversee contact management, coordinate mail correspondence, manage email and voicemail, handle incoming phone calls); 
• Assist with all Board and Committee meeting arrangements. This includes but is not limited to scheduling and coordination, setting up accessibility requests, minute-taking, meeting support/hosting, creating or supporting the development of board or committee meeting materials; 
• Track expenses for executive staff, including all receipts and other documentation, and prepare periodic credit card and expense reports; 
• Develop/transcribe/format/proofread/edit documents, correspondence, forms, and charts for complex projects utilizing the Microsoft Suite software, Asana, and Adobe Pro;  
• Develop a strong understanding of the organization’s annual cycles including fundraising, communications and programs, in order to ensure optimal use of the executive team’s time; 
• Schedule, coordinate, and set-up virtual or in-person quarterly Board meetings; 
• Assistance with board logistics and preparation of board materials;  
• Maintain and improve digital filing systems, including confidential files, for the executive team members; 
• Provide project support as needed and other duties as assigned. 

QUALIFICATIONS 

• Bachelor’s degree required. 
• A minimum of five (5) years of experience as administrative or executive support, including scheduling and travel management for a CEO or Executive Director. 
• Experience working with a Board of Directors, including the taking of minutes. 
• Expert Microsoft Suite skills; intermediate Adobe Pro skills; advanced experience with Teams and Zoom; cloud filing; experience with project management software. 
• Experience with the setting up and management of virtual meeting platforms. 
• Proofreading skills; familiarity with AP style guidelines is desirable; 
• Effective communication skills, including the ability to handle difficult calls and situations patiently and tactfully. 
• Experience working autonomously and performing detailed administrative work. 
• Ability to multi-task and willingness to learn new skills.  

HIGHLY DESIRABLE  

• Knowledge and experience with Asana, Salesforce, Nexonia, Boardable or similar, Sage Intacct or similar, basic WordPress, Otter AI or similar, and Survey Monkey. 
• Experience with Board Governance and Roberts Rules. 
• Ability to review existing systems and resources and identify ways to improve efficiency through better integration or administrative changes. 
• A personal connection or affinity to our mission and knowledge of our work. 

TRAVEL REQUIREMENTS 

Though minimal, occasional travel may be required for activities such as out-of-town meetings, in-person Board meetings, events, or trainings.  

WORK CONDITIONS 

The following describes general working conditions and requirements of the job, which can be performed with or without disability-related reasonable accommodations: 

• Duties are performed in either an office or home environment with occasional travel. 
• Duties require regular communications over online platforms. 
• Must be able to attend work-related meetings, training, and events. 

Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other team members and external stakeholders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. TAC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or veteran status. 

TAC headquarters are located in Arlington, Virginia but the majority of the staff is located remotely. This position can be hybrid but we are happy to consider a fully remote candidate with the right qualifications. We pride ourselves on providing a flexible and accommodating work culture.   

TAC offers an excellent benefit package, including health, dental, vision, basic life insurance, short-term and long-term disability insurance and flexible spending accounts. Additionally, we offer ample vacation, sick/self care leave, paid holidays (including two floating holidays and the last week in December), and more. We are a Public Service Loan Forgiveness (PSLF) - eligible employer.