Operations Manager/Executive Assistant
Under the supervision of the Regional Leader/Executive Director, the Operations Manager/Executive Assistant is responsible for providing administrative support for the chapter functions for the National Capital Area Chapter as well as executive assistant functions for the Executive Director. This includes management of office/facilities administration, accounts payable, data management, technology needs, and logistics support as well as serving as a primary interface for the office visitors, vendors, constituents, board members, and staff. This position plays a critical collaborative role with chapter department leaders, as well as chapter executives within the DC Metro, Maryland and Virginia area. The position will also include regional support as needed and works with the NCA Executive Director to assist with community leadership volunteers, including the Board.
Essential functions and responsibilities include, but are not limited to:
NCA Chapter Administration Budget and Accounts support - Works with Accounts Payable to ensure timely payment of bills and interfaces with vendors. Manages payment requests and revenue that comes into office - tracking expenses. Supports annual budget data entry as required for operations.
Office Management - Maintains office equipment, interfaces with landlord on building issues, maintenance, manages passes/keys, answers incoming calls and reroutes as necessary, distributes mail, maintains office inventory, ordering, supplies, building protocols i.e., recycling. Handles all building interface on issues/concerns/repairs. Organizes office operations and procedures and maintains shared equipment.
Provide administrative support to the Executive Director by scheduling appointments, making meeting arrangements, preparing meeting materials and summaries, making travel arrangements, and other tasks as requested.
Provide meeting support to the management team within the chapter including staff meetings, board meetings, departmental retreats, hosting special guests, etc.
Attend and support events and programs within the market, as needed
Management of special projects for the chapter or region; other duties as assigned
Office IT & Operations - Manages all office computer equipment, zoom calendar creations, office internal phone system, and provides basic IT support when required for new staff.
Regional Mail Processing - Working in conjunction with our Home Office Finance team, manage regional mail processing for 5 chapters to NCA Chapter regional HUB for all invoices, checks received and written correspondence.
Staff Orientation & Administration - works with new hires on obtaining passes/keys, setting up workstations and computers and phones; equipment training, scheduling conference space, chapter procedures and supports the Executive Director with staff and department meetings.
Strong communicator both verbally and in writing. Communicate professionally, empathetically and personably. Receptive to and provides constructive feedback. Attentive and responsive to co-workers, volunteers and customers.
Strong time management - handle day to day challenges confidently, ability to adjust/flexibility. Allocates time efficiently, can handle multiple demands and competing priorities. Understand connection between current and future activities.
Deadline driven - focused on deliverables and produces timely, accurate and useful results. Meets deadlines. Advises manager when problems arise in a timely manner.
Strong technology skills and aptitude. Ability to understand and learn Google products, Personify database, Walk Central, BIG and other technology products.
Strong interpersonal skills - develops effective relationships with both internal and external customers. Willing to lend a helping hand and recognize the needs of others and needs of the office.
Diversity and inclusion focused - welcomes and celebrates the power of diversity. Works effectively in groups with diverse members and demonstrates awareness and sensitivity to individual differences.
Position Location: McLean, VA
Full-time (based on 37.5 hour work week)
Position Grade: 404
Reports To: National Capital Area, Executive Director & Regional Leader - DC, MD & VA
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 1,900 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 develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.
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, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, 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 and an Elder Care Facility Day of their choosing.
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.