Executive Assistant, External Affairs & Finance Job at Volunteers of America – 3.4 in Alexandria, VA


Executive Assistant, External Affairs & Finance – Volunteers of America National Office

Come make a difference! Volunteers of America is one the nation’s largest and most comprehensive human services organizations. Since 1896, our ministry of service has supported and empowered America’s most vulnerable groups, including at-risk youth, the frail elderly, men and women returning from prison, homeless individuals and families, people with disabilities, and those recovering from addictions. We are one of the nation’s largest nonprofit providers of quality, affordable housing for low and moderate-income households and persons with special needs.

In this role you will provide highly confidential, high level and key support to the Executive Vice President, External Affairs and the Chief Financial Officer and their senior staff members; to manage and coordinate activities and projects as a staff support to the Finance, Communications, Public Policy and Fund Raising departments; to act as the communications and coordination contact for to the National Board of Directors Finance & Investment and Mission Investment Committees.

Essential Functions, Duties & Responsibilities

Manages and coordinates the office of the Executive Vice President (EVP), External Affairs and Chief Financial Officer (CFO)

Serve as key point of contact for EVP and CFO.

Provide executive administrative support for both the EVP and CFO including but not limited to making detailed travel arrangements, arranging multiple schedules, arrange meetings and calls, conference calls and assure that correspondence and phone calls receive a timely response.

Provide excellent customer service to local affiliate offices by locating appropriate resources to ensure affiliate needs are met.

Manage logistics of staff retreats, task forces and working groups with support to include agenda coordination, working with venues, on-site support and minutes as needed for operations team and other groups.

Purchase materials, books, periodicals and supplies for the external affairs and finance department.

Coordinate the travel arrangements for the CFO and EVP including airfare, hotel and car rentals.

Manage purchases, expenses and financial transaction of the external affairs to ensure costs are accurate.

Conduct research as requested.

EVP, External Affairs

Manage and update calendar for EVP.

Coordinate and manage the External Affairs Departments for annual budget preparation for timely submission. Ensure accurate accounting and tracking of financial records, including PN3.

Manage purchases, expenses and financial transactions of the EVP.

Provide staff support for EVP on various projects such as preparation for board meetings, national conference, trainings and other external engagements.

Create and prepare vibrant power point presentations.

Manage department files of correspondence, records, minutes, strategic planning, budget and financial documents, devise systems making information easy to access.

Chief Financial Officer

Manage the calendar of the CFO, including taking lead on scheduling internal and external meetings.

Coordinate the timely signature of documents for the VOA Inc. Accounting Department and CFO.

Manage and is the host for various VOA Inc. Committee meetings. Coordinate the meeting material packages and timely distribution. Secure meeting space and all necessary equipment to run the meeting. Responsible for accurate minutes of the Committee meetings and posting the meeting material to Board Effect.

Meet with the CFO at least weekly, but more often as needed. Manage the out box of the CFO daily.


Experience and Minimum Qualifications

Five years’ clerical/administrative experience, preferably with two years in an executive office environment.Bachelor’s degree required.

Strong computer skills with experience in Microsoft Office – Word, Excel, Access, PowerPoint, Outlook, Publisher, Visio and Internet. Prefer familiarity with project management software and presentations software.

Process and detail oriented; self-starter; proactive, and an excellent communicator.

Must have proven experience with relationship building and collaboration.

Must have the ability to independently manage multiple tasks and projects with competing priorities and deadlines, and organize and maintain administrative processes.

Must have the ability to prioritize conflicting needs and handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.

Ability to maintain strict confidentiality with sensitive materials and/or with individuals.

Ability to handle wide variations of problem solving and tasks.

Must have skills in planning, analyzing and coordinating activities and establishing priorities.

Must have organizational and project management skills as well as excellent verbal and written communication skills.

Proficient across social media platforms (Twitter, LinkedIn, YouTube, Facebook, etc.)

Advanced slide presentation skills that include videos and interactive materials.

Must be customer-oriented and have proven experience with high level relationships.

Sound decision-making ability with good judgment under minimal supervision.

Must be detail oriented, customer focused, and able to work independently.

Sense of humor needed.

Ability to work flexible hours; ability to travel is required.

EOE M/F/Vets/Disabled

About the Company

Company: Volunteers of America – 3.4

Company Location:  Alexandria, VA

Estimated Salary:

About Volunteers of America - 3.4