Executive Assistant

Company: March of Dimes
Location: Arlington
Posted on: May 9, 2022

Job Description:

March of Dimes leads the fight for the health of all moms and babies. We're advocating for policies to protect them. We're working to radically improve the health care they receive. We're pioneering research to find solutions. We're empowering families with programs, knowledge and tools to have healthier pregnancies. By uniting communities, we're building a brighter future for us all.

We are dedicated to hiring a diverse workforce that fosters opportunities for personal and professional development. We provide a collaborative and supportive environment built upon our fundamental core principles where each employee is valued. Join us in the fight for healthy moms and strong babies.

SCOPE:

To provide high caliber, timely administrative support to the CDO and SVP to ensure efficient workflow of Revenue Development and Market Impact Departments. They will work independently and assist in ensuring the operations within the respective departments flows smoothly while maintaining complete confidentiality. The incumbent will also liaise between multiple departments and markets to provide the highest level of customer service.

RESPONSIBILITIES:

* Scheduling and travel for CDO & SVP:
* Manage full calendar of all meetings and travel; prepare and manage the market staff calendar.
* Coordinate the logistics for campaign training events and report meetings.
* Prepare in advance meeting materials with complete travel agendas.
* Make travel, hotel and car and restaurant arrangements. Keep SVP & CDO prepared with full travel folder of itineraries, tickets, meeting agendas and related documents and emails for each trip.
* Set up video and phone conference calls both scheduling and invitations ahead of time and initiate and record calls as necessary.
* Reconcile monthly expenses, complete expense reports and utilize corporate credit card expense tracking system.
* Communication:
* Answer and direct phone calls, and provide customer service support on behalf of CDO & SVP and the departments.
* Obtain information and return calls on behalf of CDO & SVP.
* Maintain internal and external contact lists.
* Initiate and prepare general correspondence and mailings.
* Open, organize and route daily incoming mail, and respond as necessary.
* Bring urgent items to CDO & SVP's attention; exercise judgment in prioritizing requests and communications.
* Monitor multiple email accounts to stay on top of details for CDO & SVP activities and meetings.


* Organization:
* Create and maintain electronic filing system for CDO & SVP documents, presentations, correspondences, and workload.
* Maintain ROI CRM system and be knowledgeable on reports and how to pull.
* Process orders of office supplies and invoices.
* Monitor and ensure appropriate renewals for memberships; maintain files for account and passwords.


* Presentations and documents:
* Create, update or edit PowerPoint presentations as directed by CDO & SVP and other senior staff.
* Review guidelines for deadline submissions as well as required format for presentations where applicable.
* Ensure board presentations, minutes and agendas are created and finalized in accordance with the deadlines.
* Send presentations to appropriate recipients ahead of meetings.
* Edit documents and maintain version control.
* Track changes and work on multiple drafts.
* Maintain and update various reports and materials; maintain filing system and tracking database.
* At the direction of the CDO and SVP, prepare reporting materials for revenue development efforts and Market Impact.


* Additional tasks:
* Manage administrative aspects in the departments of Market Impact and Revenue Development Research.
* Perform other general administrative and clerical duties as required.



QUALIFICATIONS:

* 5 to 7 years experience
* Four year college degree or equivalent experience
* Strong administrative support skills and ability to make order. Judgment required in prioritizing and determining when senior leadership level employees must become involved.
* Knowledge/Skills:
* Thorough working knowledge of e-mail and Proficient MS Office, Outlook, Word, Microsoft Teams, Excel and PowerPoint required.
* Must have proven experience producing complex reports, proposals and presentations. Asana and Concur a plus. Utilization of CRM systems.


* Traits/Characteristics:
* Flexibility, multi-tasking, accept direction, strong communication skills, attention to detail, excellent judgment, and confidential.
* Ability to take initiative, but also, to ask for clarification and direction when required.
* Ability to recollect past presentations, and prior activities of SVP and CDO & senior staff in order to generate efficiency in meeting responsibilities on recurrent themes.
* Ability to occasionally work nights or weekends when necessary.



March of Dimes provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Keywords: March of Dimes, Arlington , Executive Assistant, Other , Arlington, Virginia