The Joint Commission Hiring for Office Manager/Executive Assistant Job at Washington, DC Full Time

Responsibilities:

• Provides general support for a small office to ensure its smooth operation, including the submission of monthly financial and budget reports to the home office.
• Maintains an up-to-date set of office procedures and practices that are easy for all staff to understand when needed and are complete. Makes recommendations for improving office processes where needed.
• Reviews office expenses monthly and confers with EVP or designate on a monthly basis to track expenditures against approved budget. Makes office purchases with the consent of EVP or designate and maintains all records of expenses. Operates the budget within the approved amount for each fiscal year.

• Receives, opens, and reviews all incoming mail. Determines whether certain pieces should be forwarded to other departments and forwards as appropriate. Sends out mail, requesting special handling or services as needed such as express or special delivery.
• Answers all incoming calls. Forwards calls to appropriate employee or department; takes messages or assists caller whenever possible.
• Schedules meetings, appointments, and speaking engagements as directed. Accurately maintains the Vice-President’s calendar and assists the other office staff with appointments and calendars as requested.
• Books meeting rooms and makes other arrangements as needed such as meal or beverage service. Confirms attendance of others for meetings.
• Works closely with building landlord on building requirements and procedures to alert staff of any changes in expectations for building safety issues.
• Keeps a focus on office security. Maintains office system of designated electronic badges, visitor entry protocols and office alarms. Ensures that the whereabouts of electronic badges and door passcodes are monitor and that security of IT equipment is maintained.
• Makes travel arrangements for office staff as requested. Outlines travel constraints and schedule requirements and verifies arrangements upon completion. Prepares itineraries for traveling staff. Ensures the timely submission of travel and local expenses.
• Prepares slide presentations and other documents and materials -including letters, memos, papers, speeches, proposals, outlines and forms. Transcribes correspondence as directed. Prepares copies of all documents for distribution.
• Acts as prime assistant on helping to create CY budgets based upon knowledge of spending history and expected future costs of services used by the DC office. Prepares budget documents and enters into financial software system.
• Establishes electronic and paper filing systems for the office that permit the quick retrieval of information as needed. Maintains all physical and electronic files, including those that contain correspondence, reports, expenses, proposals, and miscellaneous items. Maintains materials on office-based computer server. Maintains confidentiality of records. Ensures that stored information can be quickly retrieved by all staff.
• Performs a variety of duties specific to assigned department such as collection and organization of special materials needed for use by department staff, and preparation of special reports.
• Ensures that office bills are paid timely, receipts for expenditures are maintained, and prepares invoices for payment by the EVP when needed.
• Ensures that the office area has adequate supplies at all times.
• Ensures that the office equipment is always operational. Learns what is necessary to keep the communications network between the home office and the DC office operational and arranges for periodic maintenance of office equipment. Understands how to operate the various technologies in the office.
• Assists with the logistics for The Joint Commission-sponsored meetings held in the Washington DC areas, including symposia, coalition meetings, and briefings.
• Manages any office move should lease on current space expire or under any other circumstances that would lead to a relocation of space in the Washington, D.C. area. Periodically assesses office space for any need for repairs.

Qualifications:

• A bachelor’s degree is required.
• A minimum of 5 years administrative support experience with at least 3 years of office manager support experience.
• Effective oral and written skills, interpersonal skills, and the demonstrated ability to interact effectively with all levels of staff and external customers.
• Mathematical skills for tracking monthly expenditures, calculating increases in expenses, and dealing with vendor bills. Demonstrated experience on managing a budget.
• Meticulous attention to details, due dates, and development of systems that can be used to safeguard against failures of office processes.
• Experience on various software applications, such as Microsoft Office, Excel spreadsheets, and PowerPoint. Experience with Adobe Professional
• Knowledge of office technologies, such as scanning, networking, communication software, video conferencing such as TEAMS and ZOOM. Demonstrated comfort with IT communication systems.
• Must be able to work independently with a high degree of accuracy and also be able to work effectively with a team. Must be self-motivated and anticipate office needs.
• Must be able to assume responsibility for prioritizing and assuring the integrity and completion of work as assigned.
• Willingness to learn new procedures and adapt to a changing work environment, often under strict time frames.
• Willing to travel up to 5 days per year to the home office if requested.