Executive Coordinator
Company: APHSA
Location: Arlington
Posted on: March 20, 2023
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Job Description:
Job Title: Executive Coordinator
Position Supervisors: Senior Director of Policy and Practice and
the Vice President of External Relations
Classification Level: Full-Time Exempt
Location : Arlington, VA (hybrid) Candidate must be local to our
headquarters.
Position Timeline: Permanent
APHSA is recruiting new talent! We are seeking an ambitious new
hire who is efficient, successful at managing projects, who is able
to perform administrative/operational tasks for two of our
executives. The candidate must be located in the DMV are.
APHSA represents leaders from state, county, and city human
services agencies to advance the well-being of individuals,
families, and communities nationwide. As a nonprofit, bipartisan
membership association, we work with our members to generate
pragmatic solutions grounded in lived experience with a lens for
racial equity and belonging.
Join a team of dedicated, results-oriented professionals who are
helping our members improve the well-being of individuals,
families, and communities across the nation! Our team at APHSA
needs a person like you who leans forward and feels comfortable
engaging with teammates, thought leaders, and partners.
We are looking for an innovative, solutions-oriented action-taker
who will add to our collaborative team environment.
Our team at APHSA needs a person like you who leans forward and
feels comfortable engaging with important thought leaders and
partners. We're looking for solution-oriented action-takers who
will add to our collaborative team environment. While your main
focus will be supporting executive leadership and helping to
advance APHSA's mission and goals, we're also looking for someone
who thrives in a multi-team environment. In addition, we need
someone who is comfortable working with multiple teams to advance
the work both internally and externally with kindness, compassion,
inclusion, and a can-do spirit.
Your direct supervisors and coaches will be the VP of External
Affairs and the Sr. Director of Policy and Practice. Your support
will be the entire APHSA organization because we work best when we
all work together!
POSITION SUMMARY:
The Executive Coordinator is responsible for providing
organizational and administrative support for two executives within
the organization in a timely, personalized, and professional
manner. The Executive Coordinator will prioritize items for
attention and manage small projects from conception to
completion.
The Executive Coordinator must be able to effectively manage
last-minute changes and upcoming deadlines while remaining focused
and detailed oriented. While working independently and with minimal
supervision, the Executive Coordinator will handle a wide variety
of activities and confidential matters with discretion. The ideal
candidate must be strategic, have stellar organization,
prioritization, and time management skills, take initiative,
anticipate needs, and be tech-savvy.
Supervisor Responsibilities:
No
Major Responsibility #1 - Administrative Responsibilities (70%)
Provides calendar support to both executives.
Schedules internal and external meetings, webinars, and conference
calls.
Assists in planning special events, meetings, and presentations;
coordinates arrangements for the meeting and event participants;
adjusts and prioritizes last-minute changes including managing the
logistics and details related to meetings and events (i.e.,
conference rooms, catering, preparing and disseminating
materials).
Manages executive calendars and calendar invites.
Creates and distributes communication to all participants for
internal and external meetings, webinars, and conference calls.
Coordinates with a range of organization partners, including
executives and colleagues in other departments, to complete
assigned project-based tasks.
Serves as the primary point of contact for both internal and
external inquiries; responds to and follows up on calls, emails,
and other inquiries on the executives' behalf; ensures a high level
of responsiveness, support, and sensitivity to all requests of
importance.
Upholds a high level of confidentiality on sensitive business and
other related matters.
Major Responsibility #2 - Organization Responsibilities (20%)
Accurately completes expense reports.
Works in collaboration and provides backup support to other
Executive Coordinators.
Maintains familiarity with all policy and technology updates.
Drafts, edits, proofs, and prepares materials for both
executives.
Arranges and maintain travel plans and itineraries for both
executives.
Major Responsibility #3 - Other assigned duties (10%)
Conducts occasional research on varying topics to support
Association needs.
Occasionally schedules travel, as needed.
Performs additional duties as assigned by executives.
Requirements
Excellent time management skills with a proven ability to meet
deadlines whether routine or urgent.
Demonstrate judgment and discernment in decision-making.
Demonstrate outstanding customer care and relationship management
skills.
Strong organizational skills, ability to multi-task high volume
work requests and re-prioritize independently; proactively
problem-solves.
Articulate verbal and writing skills.
Works independently as well as part of the team to ensure that the
needs of the executives are met, and that adequate administrative
coverage is provided to the organization.
Flexibility to work on-site will be required according to the needs
of supervisors and the organization.
QUALIFICATIONS
Candidate must be local to the DC, Metro, Virginia area
Intermediate proficiency in Microsoft Office Suite, Smartsheet or
equivalent tools, and other document management software.
Ability to establish priorities, work under pressure, and build
effective working relationships.
Experience working with executive-level leaders within an
organization.
Previous customer care and relationship management experience
is
Exhibits strong interpersonal, written, and oral communication
skills with the ability to produce high-quality communications to
individuals at all levels of the organization.
EDUCATION AND EXPERIENCE:
College or Equivalent Training
3+ years of relevant experience
PHYSICAL REQUIREMENTS:
Prolonged periods of sitting at a desk and working on a
computer.
Must be able to lift up to 15 pounds at times.
At APHSA, we value and support the health, well-being and future of
our staff. Our benefit package is based on improving employee
morale, which fosters a work environment where staff feel they can
thrive and feel accomplished. Aside from basic benefits such as
100% employer coverage of health, dental, and vision insurance, we
also offer additional employee benefits and perks like these:
$250 work from home stipend
3% contribution to 401 k or ROTH Plan
Monthly Staples account allowance
Hybrid work environment
Additional discretionary holidays included with 11 paid
holidays
Employee Appreciation gifts and an APHSA Swag pop-up shop
20 vacation days
15 sick/wellness days
Disability insurance
Life Insurance
FSA (health, dependent, commuter)
Optional employee paid benefits (legal, pet insurance, critical
illness, accident)
INSTRUCTIONS:
Please submit a resume and cover letter.
This employer participates in E-Verify for employment
verification.
The American Public Human Services Association (APHSA) is a
bipartisan national membership association representing state and
local health and human services agencies and the subject matter
experts that help execute their mission to improve outcomes for
people nationwide. APHSA's dedication to promoting diversity,
racial equity, multiculturalism, and inclusion is clearly reflected
in how we work and support our members. It is more than a
commitment-it is the foundation of how we do what we do. We strive
to create a workplace that reflects the communities we serve and
recognize that building well-being starts with creating a space
where our employees are comfortable bringing their authentic,
unique selves to work.
Building on our long-standing relationships with health and human
services leaders, we focus on generating pragmatic solutions that
advance the well-being of individuals, families, and
communities.
Keywords: APHSA, Arlington , Executive Coordinator, Other , Arlington, Virginia
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