Executive Coordinator

Job Type

Full Time

Published

09/15/2018

Address

10455 White Granite Drive
Suite 100
Oakton
VA
22124
United States

Description

Reporting directly to the Chief Executive Officer (CEO), the Executive Coordinator provides research, advocacy, and executive administrative support to the CEO, serving as the liaison with the Board of Directors and primary point of contact for internal and external constituencies. The incumbent must be a proactive, professional, detail-oriented and organized critical thinker, able to easily and successfully balance a variety of responsibilities and priorities.                                                                                                                                        

Additionally, this role requires the ability to act both independently and as part of a team, conduct research and translate findings into briefing material, and handle highly confidential and sensitive information. The Executive Coordinator plays a crucial role in ensuring smooth flow of operations in a mission-focused and results-driven environment. All NVFS employees are expected to demonstrate the organizational values and sensitivity to the diversity of the organization’s client base.

Essential Job Duties:

  • Manage day-to-day complex and confidential administrative functions for President/CEO including scheduling and coordinating meetings, conferences, speaking engagements, and other calendar appointments along with meal arrangements, travel accommodations and completing expense reports.
  • Coordinate preparation of documents, presentations, reports, and other materials for internal or external purposes and independently review and edit for completeness and consistency throughout.
  • Review all correspondence prepared for CEO’s signature to ensure accuracy and completeness, as well as consistency with organizational policies and practices.
  • Coordinate Agency and community initiatives in which CEO plays lead role, including meeting scheduling and support, agenda development, preparation and distribution of minutes, reports and materials.
  • Proactively prepare and provide CEO with background information and/or briefing materials in preparation for scheduled appointments, meetings, and speaking engagements.
  • Manage effective information flow between all levels of CEO’s internal and external contacts on a wide spectrum of Agency’s plans and priorities.
  • Act as liaison with Board of Directors, including coordinating all aspects of and attending Board meetings and annual retreat, disseminating information and notices, coordinating meeting dates, recording meeting minutes, maintaining record books, and assisting Board members with travel arrangements and meal planning as needed; develop and maintain Board membership and key contacts database.
  • Provide support to Agency leadership in their roles as staff liaison to Board Committees, including coordinating preparation of documents, presentations, reports, and other materials.
  • Draft and prepare routine and non‐routine reports, analyses, presentations, and other related written communication for internal or external purposes, independently and as directed by CEO.
  • Conduct research on issues relating to human/social services, Board, community relations and legislative/regulatory issues at federal, state and local levels.   
  • Monitor local news and social media sites for relevant information, working in coordination with CEO and Communications Director to ensure visible presence for Agency advocacy, policy and program impact marketing by the CEO.
  • Work directly with senior leadership to facilitate communication and information necessary to facilitate Agency planning and updates.
  • Assist with grant preparation as needed.
  • Participate in regular supervision with Supervisor by providing regular updates.
  • Maintain current level of knowledge on NVFS programs and events.

Qualification Requirements:  

  • Bachelor’s degree, with concentration in nonprofit management, public administration, social services, political science, communication or other fields providing a well‐rounded background for application in the nonprofit human services sector preferred. Degree may be substituted by five (5) years of administrative support experience with at least two (2) years of experience supporting executives.
  • Minimum two (2) years related work experience in administrative support and coordination.
  • Superior organizational, analytical and administrative skills, with demonstrated ability to anticipate needs by maintaining organizational agility and allowing seamless execution of multiple priorities.
  • Excellent interpersonal skills with demonstrated ability to build and maintain relationships with all stakeholders including Board members, staff, external partners and other constituents.
  • Exceptional oral and written communication skills; demonstrated experience in research, analysis and preparation of summary and project reports.
  • Proactive, innovative, and self-driven approach to problem solving.
  • Advanced computer literacy, particularly in Microsoft Office.

Additional Requirements:

  • Successful completion of background checks is required upon hire
  • Travel to various meeting/event sites and other Agency offices required
  • May be called upon to work beyond normal working hours


This description is intended to describe the essential job functions and requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities, and requirements of a person so classified. 


Northern Virginia Family Service is an Equal Opportunity Employer and E-Verify participant.

Benefits

NVFS offers a generous, competitive and well-rounded benefits and wellbeing package as part of our overall employee value proposition. More information can be found at https://www.nvfs.org/about-nvfs/careers/benefits/. Be well!

Professional Level

Professional

Minimum Education Required

4-year degree

How To Apply

https://recruiting.ultipro.com/NOR1025NORVI/JobBoard/32cdcf9c-5e9a-45b5-8aa9-8561665cc68e/OpportunityDetail?opportunityId=88ab1396-9ad4-4fb1-b740-442230dda89c


Please click on our link to browse our current openings and apply for any that interest you. You will receive an email confirmation of your application. The Hiring Manager will contact you directly to schedule an interview if your qualifications and experience appear to be a suitable match and you are selected for an interview. If you do not see a position that is right for you at this time, we hope you will revisit us to learn about future opportunities.


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