The Executive Office Administrator will be an integral member of the Lupus Foundation of America by supporting the overall administrative activities of the LFA Executive Office. Duties include but are not limited to all executive level administrative support and contact with high- level stakeholders including Board of Directors, high-capacity donors, health care professionals, members of Congress and other key stakeholders of the organization.
Principal Duties And Responsibilities
Roles and responsibilities of the Executive Office Administrator include, but are not limited to:
Support of the Interim CEO
- Management of an extremely active calendar of appointments and arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel- related meetings.
- Coordinate the logistics of meetings, including internal and external space/location reservations, agenda preparation, A/V needs and food/catering orders when
- Complete expense reports and credit card reconciliations in a timely manner, in collaboration with the Finance department to ensure all invoices are paid on time.
- Prepares special reports, correspondence, presentations and manages special projects as directed by the Interim CEO.
- Assists with the Foundation’s contract management, specifically when the CEO’s signature is required.
- Maintains the overall activities within the Executive Office, including office management, development and implementation of standard operating procedures, and records.
- Preparing meeting agendas, support materials and agenda, and capturing meeting minutes and action items.
- Support management of projects with RedBooth, LFA’s project management
- Document CEO constituent engagement with Foundation’s CRM
Board of Directors
- Supports the work of the Board of Directors by overseeing arrangements for meetings, sourcing caterers for meetings, develops materials including presentations and Board Book in support of Board activities, orientation of new Board members, and Board engagement in their management of committee work.
- Oversee communication and facilitation of items tied to new and retiring board members Maintains discretion and confidentiality in relationships with all board members.
- Keeps Board contact information, committee lists and other contact directories
- Negotiates and organizes travel, lodging, venue, food and other required logistical arrangements for three Board of Directors meetings and all staff meetings.
- Supports board meetings in-person by setting up video/conference call technology and taking accurate minutes.
DC Office Support
- Ensure maintenance of professional and neat appearance of office at all times to include, café, conference rooms, supply rooms, reception area, closets, storage unit, etc.
- Assist in office administration including but not limited to: serve as the liaison for troubleshooting and resolving office administration issues; supply and inventory management; records retention and management; and incoming phone
- Serve as the liaison between the Executive Office and property
- Serve as the liaison between the Executive office and the IT
- Monitor the Foundation’s phone system, information email box, including SPAM folders, and forward messages to the intended recipient for follow up.
- Manage the Foundation’s Standard Operating Procedures.
- Minimum 2-3 years of professional office management experience and preferably in an executive assistant position
- Strong interpersonal skills, demonstrating ease and confidence in interacting with Boards of Directors, high-capacity donors, members of Congress, and other important stakeholder groups of the foundation.
- Experience in the management of administrative budgets, and expense
- Ability to multitask – prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Computer literate and proficient in Microsoft Office applications and Google docs, as well as internal communication and project platforms such as Slack and RedBooth.
- Excellent planning and organizational
- Ability to work independently and effectively multi-
- Ability to communicate and interact effectively with a diverse
- Able to maintain a high level of
- Ability to lift 35+
- Available for occasional weekend and evening work.
- Minimum – Associate degree
To apply click here.