Executive Assistant to the COO

What started as a small group of families gathered around a kitchen table in 1979 has blossomed into the nation’s leading voice on mental health. The National Alliance on Mental Illness (NAMI) is the nation’s largest grassroots mental health organization dedicated to building better lives for the millions of Americans affected by mental illness.

Today, we are an alliance of hundreds of local affiliates, state organizations and a national office that work in communities across the United States to raise awareness and provide support and education that was not previously available to those in need. NAMI advocates for all who are affected by mental illness, both the individuals and the people in their lives. We work to address disparities and injustices and to promote dignity and inclusion for all people with mental illness and their families. In addition to being advocates, we educate, we listen, and we lead as evidenced by our public awareness campaigns, the range of programs we provide, and our strong public policy.

We currently have an opening for an Executive Assistant to the Chief Operating Officer (COO). The Executive Assistant to the COO is responsible for providing executive administrative support to NAMI’s COO: correspondence, meetings, executive relationship engagement and management, travel coordination and logistical support. This individual will support the COO in planning executive team meetings and retreats and will, on occasion as needed, provide backup administrative support to the CEO and Board of Directors. The executive assistant will be responsible for anticipating the COO’s needs, making sure the COO is effectively prepared for meetings and work assignments.

This full-time position is based out of our Arlington VA office, a minimum of 2 days per week. May work hybrid the additional days.

Salary Range: $65,000 – $75,000

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage COO’s calendar and schedule appointments and meetings. Ensure all preparation for the meetings are made.
• Manage significant and consistent volume of COO’s speaking requests and engagements
• Provide support for cross-collaborative work of COO’s office.
• Project manage select activities on behalf of COO’ office.
• Arrange detailed travel plans and itineraries, compiles documents for travel related meetings. Submit reimbursement request for travel expenses and all other expenses incurred by office of COO.
• Screen incoming calls and emails to the COO’s office and respond independently when possible.
• Handle correspondence (mail and electronic) to the COO: sort, prioritize, redistribute, and compose response as needed.
• Maintain files, records, and information of use to the COO.
• Coordinate communications between Team Leaders and COO.
• Provide administrative support during Board of Directors meeting as a backup to Governance Team or requested by the CEO and BOD.
• Assess organizational facility needs and work with/assist when needed - the Director of Administrative Services in maintaining a work environment that builds culture and reflects mission.
• Purchase items for staff meetings and office décor.
• Interface well with all departments of the organization and external contacts to present the COO in highly professional manner.
• Work independently after initial instructions and take initiative to assure prompt, appropriate response to needs.
• Provide insight and institutional knowledge to COO on consistent basis.
• Maintain the highest level of confidentiality.

MINIMUM QUALIFICATIONS:

• Two years of college or equivalent (secretarial program from business school, bachelor’s degree preferred)
• 3 – 5 years related experience providing administrative support for an executive officer
• Experience working in the mental health field and/or non-profit organization preferred.
• Proficient in Microsoft Office 365 products
• Tech savvy; can easily adapt to use modern office technology and communications tools
• Excellent oral and written communication skills in English
• Excellent organizational and time management skills with a strong attention to detail.
• Results-driven
• Able to work independently and a “self-starter”
• Willingness and ability to occasionally work outside of business hours in support of travel requirements of the COO’s schedule.
• Must pass background check

NAMI is proud to be an equal opportunity employer and is committed to creating a diverse and inclusive workforce. NAMI prohibits discrimination and harassment against any employee or applicant for employment because of race, color, religion, sex, national origin, marital status, age, disability, veteran status, sexual orientation, gender identity or expression, pregnancy, childbirth or related medical conditions, genetic information or any other legally protected group status. We also provide reasonable accommodation for candidates with disability.