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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