Executive Office Coordinator

This is a fully remote position, open to applicants in Virginia.

📋 Description

• Safeguard confidential and sensitive information.

• Offer extensive administrative support to the DCEO, which includes scheduling, maintaining calendars, preparing meetings, handling correspondence, and ensuring follow-up.

• Organize recurring Executive Office and organizational meetings, taking care of invitations, setting up virtual meetings, preparing agendas, compiling materials, and communicating with participants.

• Accurately record and distribute meeting notes while maintaining final documentation.

• Oversee the DCEO's travel arrangements, including pre-approvals, itineraries, expense reports, and associated ERP documentation.

• Execute monthly credit card reconciliations and manage approval and recordkeeping processes.

• Process and monitor invoices, subaward documentation, and contractor expenses.

• Assist in the administration of contracts and agreements, which involves document routing, maintenance of files and trackers, and coordinating authorized signatures.

• Maintain project trackers on Monday.com, oversee deadlines and deliverables, coordinate check-ins, and keep project documentation up to date.

• Aid in the implementation and reporting of ASTHO's strategic plan, operations plan, and performance management system.

• Manage forms and trackers, conduct quality checks on data, and follow up with staff as needed.

• Contribute to the preparation of summary and performance reports.

• Act as a liaison between the Executive Office, project teams, partners, and staff.

• Update and maintain intranet pages, including content management, permissions, unpublished pages, and other relevant information.

• Coordinate communications from the Executive Office.

• Prepare, edit, format, and distribute correspondence, presentations, spreadsheets, reports, briefing materials, and meeting documents.

• Maintain electronic files, contact and participant lists, project records, and administrative trackers within SharePoint, Teams, Monday.com, and other systems.

• Provide back-up administrative support to other coordinators and cross-functional departments, along with performing related duties.

⛳️ Requirements

• Bachelor's degree is preferred.

• At least 3 years of relevant experience in administrative/office support and customer service.

• Experience in a membership association or a grants-funded organization is desirable.

• Proficient computer skills, particularly with the Microsoft Office Suite.

• Strong interpersonal skills are essential.

• Preferably experienced in working with spreadsheets and data tracking.

• Capacity to manage multiple priorities effectively, achieving positive outcomes.

• Willingness to engage in projects across the department.

• Ability and readiness to travel as needed.

🏝️ Benefits

• Vacation leave.

• Sick leave.

• Personal days.

• 12 holidays (with some floating options for personalization).

• Medical, dental, and vision coverage.

• Retirement plans – 403B and Roth 403B, with eligible employees receiving a company contribution of up to 11.75%.

• Electronic communication stipend.

• Life and AD&D insurance.

• Short and long-term disability insurance.

• Employee Assistance Program (EAP).

• Pet insurance.

• Legal resources.

• Health & wellness reimbursement.

• Flexible spending accounts.

• Tuition reimbursement.

• Professional development assistance.