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Executive Assistant - Office of Finance

Company: Volunteers of America
Location: Alexandria
Posted on: May 28, 2023

Job Description:

Overview "Go where ever we are needed and do whatever comes to mind." - Ballington & Maud Booth, Founders Volunteers of America -(VOA) is a faith-based, nationwide nonprofit organization dedicated to helping those in need rebuild their lives and reach their full potential. The VOA network includes more than 16,000 full-time professionals empowering 1.5 million people annually through our 30 affiliates in 46 states. We provide hundreds of service programs, including those for seniors and people with disabilities, those experiencing homelessness, and those recovering from addiction. VOA is one of the nation's most comprehensive human services charities, offering programs for communities, individuals, and families. - VOA is seeking an -Executive Assistant - Office of Finance -to provide highly confidential, high level key support to the Executive Vice President/Chief Financial Officer (EVP/CFO) and their senior staff members; to manage and coordinate activities and projects as a staff support to the Office of the Finance Department and act as the communications and coordination contact for to the National Board of Directors Finance & Investment and Mission Investment Committees. Primary Responsibilities:

  • Serve as key point of contact for EVP/CFO
  • Provide executive administrative support for the EVP/CFO, including but not limited to: managing executive email, written correspondence, making detailed travel arrangements, arranging multiple schedules, arranging meetings and calls, conference calls, conferences, media or video requests and assures that correspondence and phone calls receive a timely response; briefs the EVP/CFO on all applicable scheduling activities and requests
  • Develops briefing materials including speaking points and a list of key attendees for each event by coordinating with event participants and appropriate staff
  • 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
  • Researches material and collects internal information for speeches, articles and presentations and prepares PowerPoint presentations or reports as requested
  • Purchase materials, books, periodicals and supplies
  • Manage purchases, expenses and financial transactions of the EVP/CFO to ensure costs are accurate
  • Manage expense reporting
  • Conduct research as requested
  • Coordinate the timely signature of documents for the Volunteers of America (VOA) Inc. Accounting Department and EVP/CFO
  • Manage and host or assist in managing and hosting for various VOA and Volunteers of America National Services (VOANS) Committee and Board meetings; coordinate the meeting material packages and timely distribution; secure meeting space and all necessary equipment to run the meeting and more. - The person in this role will be responsible for accurate minutes of the Committee meetings and posting the meeting material to Board Effect
  • Periodic travel to support the EVP/CFO at key VOA meetings
  • Assists with other projects as assigned Required Knowledge, Skills and Abilities:
    • Logistical support / senior executive administrative experience
    • Very strong oral and written communication skills
    • Excellent organizational and attention to detail skills and exceptional follow-up capability
    • Ability to exercise discretion and independent judgment with respect to prioritization or and recommendation on appointments
    • Technology: Proficient in MS Office Suite, scheduling polling systems (Doodle) and survey tools; experience in Board Effect (a document management system) preferred
    • Excellent organizational, analytical and time management skills; ability to handle multiple tasks simultaneously and effectively manage shifting priorities
    • Temperament to communicate with a variety of personalities in a tactful, pleasant and professional manner; ability to work with board, donor, executives and other critical stakeholders
    • Must have a bias for action, strong work ethic, flexibility, professionalism, customer orientation and the flexibility to work in a team environment or independently and under pressure successfully
    • Experience in supporting multiple executives for multiple corporate entities is preferred
    • Sense of humor desired
    • Flexibility in work schedule depending on meetings, including occasional weekends
    • On occasion, must be able to travel Qualifications: Physical Capabilities:
      • Lifting: Requires lifting materials up to 10 lbs.
      • Ability to stand or sit at a computer for prolonged periods Working Conditions:
        • The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function
        • This position will take place primarily in an office setting Other Duties: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. - Duties, responsibilities and activities may change at any time with or without notice. Education and Experience:
          • Bachelor's degree or equivalent in experience
          • Four to seven years' clerical/administrative experience, preferably with four years in an executive officeenvironment Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities Employment with VOA is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check and a department of motor vehicle (DMV) check if applicable. -Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Senior Vice President of Human Resources. -

Keywords: Volunteers of America, Alexandria , Executive Assistant - Office of Finance, Accounting, Auditing , Alexandria, Virginia

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