Executive Office Administrator

March of Dimes leads the fight for the health of all moms and babies. We are advocating for policies to protect them. We are working to radically improve the health care they receive. We are pioneering research to find solutions. We are empowering families with programs, knowledge and tools to have healthier pregnancies. By uniting communities, we are building a brighter future for us all.

We are dedicated to hiring a diverse workforce that fosters opportunities for personal and professional development. We provide a collaborative and supportive environment built upon our fundamental core principles where each employee is valued. Join us in the fight for healthy moms and strong babies.

SCOPE:

The Executive Office Administrator serves as a pivotal support role within the national office headquarters, ensuring the seamless operation of the executive suite and fostering organizational efficiency. This position directly supports the Chief Executive Officer (CEO) by managing schedules, coordinating high-level meetings, and handling confidential correspondence with utmost discretion. In addition to executive support, the role oversees daily office operations, acts as a liaison between executives and key stakeholders, and ensures the delivery of exceptional administrative support. By anticipating needs, streamlining workflows, and maintaining a professional and welcoming office environment, the Executive Office Administrator contributes significantly to the overall success and functionality of the leadership team.

RESPONSIBILITIES

Provide administrative and project support to CEO. 

• Calendar management for leadership team, including coordinating internal/external meeting requests, media opportunities and speaking engagements
• Travel arrangement
• Expense reporting
• Coordinate timely delivery of all briefing materials for the leadership team, as requested
• Coordinate meeting logistics, including securing meeting space, catering, event rentals etc.
• Create, edit, and format presentations for internal and external events
• Proactively troubleshoot calendar conflicts, raising with leadership team members as appropriate
• Ensure the smooth performance of the daily operations for the leadership team
• Board Meeting Support, Board of Trustee Administrative tasks

Oversee National Office Headquarters and execute day-to-day tasks required for its operation

• Manage and lead the oversight of National Office Headquarters; maintain consistent office presence and ensure appropriate coverage of reception area during core business hours.
• Serve as the primary on-site liaison to local staff, property management teams, and local vendors, including JBG Smith (front desk concierge and property managers); MOD IT Team; Sympark; Kastle Systems; BMS Janitorial; Konica Minolta; Aramark; Chesapeake Paper; USPS/FedEx/UPS/etc.
• Manage office access for all staff, visitors & vendors: digital & physical badging for staff; guest lists & elevator unlock requests for guests & during events; greet guests/visitors
• Regularly review, update, and share office emergency protocols; serve as primary emergency coordinator/floor warden (including administrating Tatango emergency communications system).
• Log & process HQ service invoices (Aramark, Chesapeake, etc.) in Concur.
• Maintain the HQ events calendar; assist staff in confirming on-site meetings and events, coordinating meeting/event resources (supplies, catering, printing, room reservations, AV), and providing day-of support.
• Manage conference room/office resource reservation system; communicate availability as requested.
• Log service requests with property management or vendors as needed (maintenance requests, loading dock reservations, etc.).
• Maintain and reorder supplies in the kitchen, mail room, copy/scan area, and conference rooms as requested by staff.
• Maintain/regularly audit staff monthly parkers list; create/distribute parking validations, as needed.
• Securely store HQ keys; provide access to locked storage spaces (including archives) as needed
• Manage all incoming & outgoing mail & packages, including receiving & sorting incoming physical mail/packages and forwarding them to appropriate recipients; send out mail & packages as needed
• Serve as the primary on-site point of contact for March of Dimes’ IT team; assist with basic IT support, as needed
• Serve as on-site notary public
• Partner with MOD Operations Team on HQ-related projects, including archive move, HQ storage, etc.
• Periodically review/audit HQ-related costs; make recommendations to management and lead efforts to manage expenses as appropriate.
• Create/maintain HQ staff guidance & policies on guests, mail, office supply requests, cash handling, etc.
• Communicate any relevant announcements and notifications to HQ staff; maintain email distribution list and HQ Workplace group.
• Assist in new hire coordination for HQ-based employees (office/building access, parking passes, desk/office assignments, gym access, Crystal City recommendations)
• Drive the planning & execution of office-wide employee engagement events

Support other C-Level Executives with administrative support such as Board minutes, notary support, Log/Scan any checks delivered to HQ.

QUALIFICATIONS:

• 3-7 years of previous experience
• Four-year college degree or equivalent experience
• Advanced knowledge of Microsoft Office Suite – primarily Outlook, Teams, Excel, and PowerPoint and mobile technology
• Ability to produce an excellent work product under firm time constraints; prioritize and manage multiple, simultaneous projects and assignments.
• Strong ability to work independently and within a team environment, resourceful, organized, self-starter with excellent relationship building skills.
• Ability to juggle multiple projects, strong prioritization and time management skills, diplomatic and adaptable to changing situations and priorities.

March of Dimes provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.