Office Manager/Executive Assistant
Job Title: Office Manager/Executive Assistant
Location: Charlotte, NC
Work Hours: Full-time (based on a 37.5-hour work week)
Reports To: Regional Leader
Who We Are:
The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia - by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.
At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,700 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.
We warmly invite qualified applicants to consider this opportunity to make a life changing impact on the millions living with Alzheimer’s, their caregivers and those that may be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website www.alz.org to find out more about who we are and why we've been recognized as a Best Place to Work the last eleven years in a row.
The purpose of this position is to provide administrative support to the Regional Leader/Executive Director and provide administrative and operational support to the chapters in North and South Carolina. This team member will ensure efficient and effective operations in the Carolinas by coordinating activities and developing strong relationships with other departments and team leads to ensure the office operations run efficiently. This position serves as a liaison with others inside and outside the organization on administrative matters. Responsibilities include but are not limited to: operations coordination and support, records management, travel & expense management, meeting management, general document preparation, calendar management, general correspondence and special projects.
Essential functions and responsibilities include, but are not limited to:
- Office Management: Provide general support to visitors and ensure phone coverage for both North Carolina & South Carolina chapters. Handle customer inquiries and complaints. Maintain a safe and secure working environment. Manage computer inventory for the Carolinas.
- Office Support: Data entry for North & South Carolina for program rosters into the database. Coordinate all travel for North & South Carolina staff for large conferences and ongoing rental car usage to ensure policies are followed. Collect, open (with a second staff person) and distribute mail. Provide basic onsite IT support to staff as needed.
- Manage information for Region Leader’s use in meetings with organization staff, volunteer leadership and outside parties. Coordinate logistics for any Regional or North Carolina staff gatherings. Support Community Execs within the Carolinas as needed on projects.
- Manage communications with the North Carolina Board of Directors, Board Committees and other meetings and teleconference scheduling, logistics, minutes, and rosters; manage other partnership/coalition meeting scheduling and logistics as needed. Provide support for South Carolina Board of Directors meetings.
- Walk Support: Responsible for coordination of all shared supplies for the 26 walks in North & South Carolina including items such as walk websites, event supplies (flowers, signage, tshirts, etc.), team captain welcome packets, certificates of insurance, incentive invoices.
- Accounting: Responsible for in-person processing of mail and revenue. Manage AP/AR for all revenue events in both North and South Carolina. Prepare invoices for all sponsorships and entering of unconfirmed sponsorships into Luminate. Responsible for completion of invoices related to walk shared services. Responsible for ensuring office financial objectives are met by preparing annual administrative budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise.
- Minimum High school diploma or equivalent
- 3 years administrative experience required, 5 years preferred
- Bachelor’s degree preferred
Knowledge, Skills and Abilities
- Strong organizational skills and attention to detail
- Ability to analyze information; to anticipate situations requiring forethought and follow-up with executives and multiple stakeholders; make timely and appropriate decisions.
- Ability to work independently and succeed in a growing, fast-paced organization with a collaborative teamwork environment; flexibility and adaptability are essential.
- Excellent proofreading skills
- Must be able to communicate effectively with people of diverse backgrounds
- Excellent telephone and in person customer service skills
Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, tuition reimbursement, generous PTO as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.
Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day an Elder Care Facility Day of their choosing, plus Caregiver Leave.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, or any other characteristic protected by federal, state or local law.