Administrative Liaison

Purpose: The Administrative Liaison will work closely with the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chair of the Friends of Reston Board of Directors, and the Director of Recreation Services to support the coordination of all efforts related to the administration of the CEO office, and the management of the Friends of Reston 501(c)(3) Non-Profit organization. As the Administrative Liaison at RA, you will play a vital role in our mission while acting as a connection between the CEO and internal/external stakeholders.

The ideal candidate for this position must be proactive and complete work assignments with a high degree of confidentiality, credibility, and integrity. Candidate must possess the ability to manage and prioritize a high volume of competing priorities independently, while maintaining a professional demeanor.

Essential Duties and Responsibilities:

• Develop and maintain relationships with internal and external stakeholders by collaborating with the Recreation Services Director to ensure contracts and agreements are maintained and distributed.
• Manage schedules and administrative duties pertaining to Board of Director meetings, Friends of Reston events, excursions attended by the CEO, and various social events, as required.
• Host presentations at monthly Friends of Reston meetings and report program outcomes with the goal of communicating their impacts on stakeholders.
• Proactively engage with volunteers, board members, committees, partner organizations, and donors to fulfill the organization’s mission.
• Serve as the central point of contact on behalf of the CEO via email, in person interaction, telephone, calendar coordination and general outreach.
• Manage booking and travel arrangements for the CEO.
• Manage the inventory and purchasing of the Association’s office supplies.
• Reconcile and track expenses, submit reimbursements to Finance on behalf of the CEO and Friends of Reston.
• Administratively support the Director of Recreation Services, the Chair and Friends of Reston board, CEO, COO, CFO and General Counsel as needed.
• Represent the Association in handling complaints, arbitrating disputes, resolving grievances with regard to word processing, file maintenance, or basic office operations.
• Perform other duties and responsibilities as assigned

Education and Experience –

• Associate Degree in Marketing (Bachelor’s preferred), Communications, Business Administration, Advertising, Finance, Accounting, or Management preferred or related field.
• Experience working with a non-profit organization and Board of Directors preferred, with a minimum of 1-3 years of program support experience in successful fundraising and grant writing.

Computer Skills –

• Proficiency in the use of Microsoft Office applications preferred.
• In-depth knowledge of recreation management software such as RecTrac, WebTrac preferred.
• Experience working with Teams, Microsoft Office Suite, SharePoint, OneDrive, Constant Contact and other customer relationship databases or relevant software applications preferred.

Other Skills and Abilities –

• Strong project management skills
• Strong interpersonal skills and ability to network
• Ability to work collaboratively in a team environment
• Excellent verbal and written communication skills
• Proficient at multitasking and prioritizing tasks
• Ability to organize and manage administrative responsibilities across multiple departments

Other Qualifications –

• Must possess a valid driver’s license and good driving record.
• Certificate of Notary Public for the Commonwealth of Virginia is desired.

Decision-Making & Independence Exercised:

Employee may be required to formulate, interpret, or implement management policies or operating practices regarding word processing, file maintenance, or basic office operations as well as conference center usage and security protocols.

Tools, Equipment & Machines Used:

Requires continuous use of a personal computer, printer, copy machine and mail room equipment.

Contacts:

Frequent contact with Association members and other visitors for the purpose of providing or exchanging information.

Supervisory Responsibilities:

This position has no supervisory responsibilities; however may supervise interns and/or temporary or seasonal employees as required.

Work Environment:

This job is performed in a normal office setting. The noise level in the work environment is usually quiet.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit for prolonged periods, and to type, talk and hear. The employee may occasionally be required to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.