The Choice Inc is managing a direct hire search for an Executive Office Manager for our client, a well-regarded association for public health practitioners.

This role will support the day-to-day needs of both the executive team as well as office management needs for their Alexandria office location. Responsibilities encompass a wide array of tasks, including clerical and administrative duties, report and presentation preparation, correspondence management, meeting coordination, conference call arrangements, and travel logistics.

We are seeking candidates with the following:

• At least three years of administrative support experience for senior level staff members. Some experience with office management functions preferred
• Bachelor’s degree preferred
• Previous experience with an association or nonprofit organization
• Must be able to work an in office/hybrid schedule in Alexandria office. The first 90 days will be fully in person, then will transition to a hybrid schedule of 3 days a week in the office.

Job Duties will include:

• Provide administrative support to the Executive Office, DC-area Senior Management, and other leadership, including assistance with special projects.
• Arrange air and ground transportation, lodging, and travel reimbursements for the Executive Office, Senior Management, and selected volunteers as required.
• Prepare travel and expense reports; assist in reviewing and processing monthly general ledger reports.
• Organize DMV-area meetings and events, including assisting with events, preparing presentations and reports, creating agendas, confirming attendance, making necessary travel and lodging arrangements, and coordinating meal catering.
• Schedule and coordinate conference rooms for external visitors and staff meetings
• Collaborate with HR and IT staff to facilitate HR functions as needed, including coordinating interviews, staff onboarding and offboarding, and basic IT/computer setup.
• Manage office supply and equipment inventory, as well as incoming and outgoing mail, to support daily operations of the office.
• Coordinate maintenance schedules and liaise with building vendors as necessary in collaboration with the building and infrastructure team.
• Facilitate financial processes by reconciling, coding, and processing invoices and other financial documents.