Administrative, Clerical, Support, Customer Service and Support
4 Year Degree
Performs administrative duties to support the functions of the Executive Office, to include direct support of the Chief Executive Officer and Chief Operating Officer. Responsible for assisting with internal and external activities, coordinating logistics, conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Executive Office Support:
Performs a wide variety of administrative duties including word and information processing, filing, expense reimbursements, responding to telephone, scheduling, mail, travel arrangements, and other related tasks.
Provides administrative support to the CEO and COO.
Researches travel information and options.
Provides assistance with the coordination of logistics, including calendars, for external and internal meetings scheduled within the Executive Office.
In concert with key leadership staff, manages responses and schedules for media communications, public policy meetings, provider member requests, donor meetings, etc.
Prepares meeting agendas for the CEO and COO review.
Manages external calls and facilitates requests to the CEO and COO
Greets visitors to the Executive Office.
Coordinates requests for staff participation in state and/or provider membership events.
Assists the COO in the coordination and distribution of materials for weekly Leadership Team meetings.
Supports data acquisition on provider CEO and executive leadership teams.
Facilitates key contact rosters for special events, meetings, conference calls, etc.
Supports knowledge acquisition functions to expand information in the database.
Provides back-up support for receptionist and conference room set-up for meetings.
Provides assistance, when needed, to the Director, Executive Office on activities related to committees and councils.
Speakers Bureau Support:
Provides administrative support for Speakers Bureau.
Responds to initial client inquiries, providing information about Speakers Bureau.
Monitors the Speakers Bureau email inbox and responds as needed.
Manages the coordination and scheduling of client inquiries for the Speakers Bureau.
Assists with booking opportunities for the Speakers Bureau.
Makes follow-up phone calls to prospective clients.
Gathers information on speaker requests.
Contacts speakers regarding availability.
Tracks and coordinates each project/event as needed.
Prepares and edits draft agreements for Speakers Bureau and Regulatory Workshops.
Uploads and sends approved agreements to Adobe Document Cloud for signing.
Ensures agreements are signed in an appropriate timeframe and distributed to the appropriate stakeholders.
Supports Speakers Bureau expense reporting and invoicing.
Coordinates the collection of receipts from outside speakers and associate consultants to facilitate client invoicing.
Performs data entry of engagement receipts and expenses into time-tracking & invoicing software.
To perform the job successfully, an individual should demonstrate the following competencies:
Ability to exercise initiative, considerable judgment, and discretion in directing the administrative functions of the Executive Office.
Ability to perform various administrative functions, including word processing in an accurate and timely manner.
Ability to set priorities, meet deadlines, and accomplish multiple assignments simultaneously and with a minimum of direction.
Effective verbal and written communication skills.
Bachelor’s degree preferred, along with two to three years’ experience in an office/administrative support/customer service or similar administrative management function; or an equivalent combination of education, training, and experience. Experience in an administrative support position in a non-profit environment preferred. To perform this job successfully, an individual should have knowledge of the Microsoft Office suite and computer-based membership database systems.
Competitive salary, excellent benefits, conveniently located at King St. Metro in Alexandria, Virginia. To apply, send cover letter, resume, and salary requirements to email@example.com. Please reference “Executive Office Coordinator” in the subject line. Principals only / no phone calls please. Only candidates selected for interview will be notified.
About National Hospice and Palliative Care Organization
Founded in 1978, the National Hospice and Palliative Care Organization is the largest nonprofit membership organization representing hospice and palliative care programs and professionals in the United States. The organization is committed to improving end of life care and expanding access to hospice care with the goal of profoundly enhancing quality of life for people dying in America and their ...loved ones.
Founded in 1990, the National Hospice Foundation envisions a world where everyone facing serious illness, death, and grief will experience the best that humankind can offer. NHF supports NHPCO’s quality and research initiatives; hospice and palliative care provider education activities; consumer engagement and caregiver services; and global hospice partnerships.
Founded in 1999 as the Foundation for Hospices in Sub-Saharan Africa, Global Partners in Care was originally created to generate support for African organizations that provide home-based hospice and palliative care to those who are dying of HIV/AIDS. Global Partners in Care is a nonprofit affiliate of NHPCO which supports compassionate care where the need is great and resources are few. With a mission to build partnerships to enhance compassionate care globally, we are dedicated to improving access to hospice and palliative care worldwide.
Founded in 2007 as the Alliance for Care at the End of Life, the Hospice Action Network is a nonprofit affiliate of NHPCO. HAN provides a more aggressive and comprehensive advocacy and lobbying voice that serves the entire field and, ultimately, one of America’s most vulnerable populations – those nearing the end of life.