Senior Executive Assistant

Treatment Advocacy Center (TAC) is a national nonprofit organization based in Arlington, Virginia. Our mission is to eliminate barriers to treatment of severe mental illnesses such as schizophrenia and bipolar disorder.

JOB BRIEF

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

S/he will perform highly complex, sensitive, and confidential duties with a commitment to the highest quality work product. Building on a strong and trusting relationship, the ideal candidate will anticipate the needs and preferences of the Executive Director. Outstanding judgment, strong organizational skills, and excellent written and verbal communications skills are foundational to this role. Must be comfortable interacting with all levels of staff and leaders from other organizations.

This position will be based in Arlington, VA (temporarily remote due to COVID).

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage the Executive Director’s calendar, schedule meetings and conference calls, coordinate scheduled and unscheduled visitors and respond to invitations and other correspondence;
• Track the Executive Director’s expenses, including all receipts and other documentation, and prepare periodic credit card and expense reports;
• Develop a strong understanding of the organization’s annual cycles including fundraising, communications and programs, in order to ensure optimal use of the Executive Director’s time;
• Manage special projects and events including organizing lunches, dinners and receptions as needed;
• Schedule, coordinate and set-up virtual or in-person quarterly Board meetings;

• Assistance with board logistics (schedule and reserve meeting space; track, organize and print materials; provide logistical support;
• Assistance with ED communications and outreach (manage and oversee contact management databases; coordinate and produce mailings; send emails to contacts);

• Renew annual IT, computer and program subscriptions, as well as relevant memberships to professional organizations;
• Oversee regular financial tasks, which includes processing and filing invoices from various consultants and vendors; managing federal and state registrations as well as insurance renewals; conducting monthly credit card reconciliations; and supporting in preparing materials for annual audit;

• Office management (purchase supplies; order materials and supplies for meetings and events; coordinate print jobs; maintain a neat, fully stocked office; collect, copy and code invoices, receipts and reimbursements; respond to general inquiries; route mail and deliveries to staff; prepare for onboarding new employees; organize and update files; coordinate maintenance of office equipment);
• Other duties assigned.

QUALIFICATIONS

• 4-Year Degree Required.
• 3 - 4 years of demonstrated success and increasing responsibility working with very senior executives in comparable organizations.
• Highly resourceful and organized.
• Able to work independently with a high level of discretion; has the good judgment, tact, and diplomacy to respond effectively in diverse situations; can manage confidentiality and interaction with high-level stakeholders. Positive work attitude and teamwork, willing to help colleagues even outside of prescribed responsibilities.
• Strong communication (written and spoken), interpersonal, organizational, administrative, and time management skills. Remains calm and composed under stress.
• Ability to multi-task and willingness to learn new skills.
• Advanced level of skill using MS Office software.
• Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work.
• Functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people.
• Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures, and technology.

MAJOR PLUS

• Knowledge and experience with Salesforce, Donor Perfect, Nexonia, Sage Intacct or similar, basic WordPress or Constant Contact will be considered an asset.
• Ability to review existing systems and resources and identify ways to improve efficiency through better integration or administrative changes will also be considered an asset.

WORK CONDITIONS AND PHYSICAL DEMANDS

Essential functions are performed in a general office setting with low noise. 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.

**Position is temporarily remotely located but will be located in our Arlington, Virginia office.

TO APPLY

To be considered for this position, please submit a cover letter, resume and compensation requirements.

Only those applicants that are selected for further discussions will be contacted. No Phone Calls. Interviews will be scheduled by appointment only. TAC is an equal opportunity employer. It is the policy and practice of TAC to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, gender identity, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.