Board Administrator & Executive Assistant to the CEO
15 days ago
Arlington
Job Description Why join our team? With a mission that spans the globe, the USO provides a rewarding and fulfilling work environment. Our team is exceptional, and we offer generous paid time off, including volunteer days and military leave. We have a remarkable 401k match, comprehensive benefits, and opportunities for training and education reimbursement. Our team members are passionate about putting the mission first, and we have a lot of fun while doing it. Working for the USO isn't just a job – it's a calling, and we believe in doing what you love and loving what you do. Don’t take our word for it. The external “Great Place To Work” survey found that: • The USO is a Certified Great Place to Work 2023-2024, • 93% feel good about the ways we contribute to the community., • 93% are proud to tell others they work here., • 88% feel their work has special meaning: this is not "just a job.", • 89% feel that when you join the company, you are made to feel welcome., • 91% feel people here are treated fairly regardless of their race. Principal Duties and Responsibilities (*Essential Duties) • Serve as the primary point of contact for the CEO with internal and external stakeholders via phone, email, and in-person interactions.*, • Manage the CEO’s calendar, including scheduling, prioritizing, and coordinating meetings, events, travel, and conference calls (domestic and international).*, • Draft, proofread, and prepare correspondence, presentations, and meeting materials, ensuring alignment with the CEO’s preferred tone and style.*, • Develop and maintain mail management processes for the CEO, including regular check-ins, confidentiality protocols, and tagging systems for urgent/sensitive communications., • Independently initiate and implement processes to manage projects, information, and people., • Conduct research and prepare summaries, reports, and recommendations as assigned., • Exercise discretion, judgment, and organizational knowledge to facilitate executive activities and maintain confidentiality., • May direct and deploy support staff or other resources as needed., • Work independently and collaboratively across teams., • Act as the primary liaison between the organization and the Board of Governors and its Committees.*, • Schedule, plan, and provide notices for board and committee meetings, maintaining a two-year posted rotation and annual planning in coordination with the Operations team.*, • Prepare, assemble, and distribute meeting materials, agendas, minutes, resolutions, and annual conflict of interest statements.*, • Attend meetings, record minutes, and ensure timely follow-up on action items.*, • Manage board member records (bios, contact info, tenure, committee membership) and train/support system users.*, • Coordinate board trips, in-person meetings, dinners, and mission immersion events.*, • Conduct research, develop/administer board surveys, and generate reports to support governance and strategic goals., • Track board member giving in development donor database, ensure gifts are credited, and facilitate acknowledgements and CEO/Chairman thank-you's., • Collaborate with the Governance Committee Chair and senior leaders to monitor board and committee composition, make recommendations, and support board development., • Develop, submit, and monitor the Executive Office budget, including monthly analysis of budget-to-actual spending in Adaptive, midyear forecasts, and annual training with Finance leadership.*, • Project expenditures for consultants and outside resources, and attend budget submission check-ins as required., • Reconcile CEO and EA Wells Fargo corporate credit card charges in the Wells One portal, ensuring:, • Receipt images are attached to each charge., • Charges are coded with the correct general ledger code., • Full explanation of business purpose is provided (including attendees/affiliations for meals and ride shares)., • PO numbers are included for applicable charges., • Review and approve direct reports’ reconciliations and out-of-pocket expense reports in Coupa, using established approval/denial/comment features and ensuring compliance with USO policies and IRS requirements.*, • Submit and track invoices through Coupa, following Accounts Payable and procurement policies., • Maintain up-to-date knowledge of USO General Ledger Account Codes and financial procedures., • Arrange travel for the CEO, board members, and executive office, ensuring compliance with USO travel policies and use of the Concur Travel Management platform.*, • Prepare and submit spouse travel request forms and support documentation for board approval when applicable., • Forecast and track travel expenses, ensuring proper documentation and approvals., • Support CEO participation in corporate alliance/partnership events, speaking engagements, care package events, and CEO-to-CEO partnerships., • Assist with securing approvals for creative materials and direct response/marketing campaigns requiring the CEO's signature., • Build and maintain positive, strategic relationships at all levels of the organization, including senior leaders, board members, administrators, and external partners., • Communicate scheduling needs, resolve conflicts proactively, and coordinate with team members to optimize executive office productivity., • Maintain confidentiality and professionalism in all interactions., • Retain and manage the CEO’s electronic signature, ensuring use only with CEO approval and in accordance with organizational policies., • Bachelor’s degree in business administration, nonprofit management, or related field preferred., • 5+ years’ experience in C-suite level executive support, board administration, or nonprofit governance., • Demonstrated expertise in financial management, expense reporting (Wells Fargo, Coupa), and budget analysis., • Advanced proficiency with Microsoft Office, Adaptive, Salesforce, Concur, and board management systems., • Strong organizational, planning, and time management skills; ability to prioritize and manage multiple projects., • Excellent written and verbal communication skills; ability to draft correspondence in CEO’s preferred style., • High level of discretion, judgment, and confidentiality., • Experience with nonprofit board governance and administration strongly preferred., • CAP (Certified Administrative Professional) or similar credential preferred., • This position is located in Arlington, VA. Preference will be given to local candidates within commuting distance to the location., • Resume and cover letter are required for full consideration., • Background check – education, criminal and driving required., • The organization truly cares about the people who work here., • I have been with the USO for 4 years and have consistently been able to grow in my knowledge and position. It is a fun place to work and my work/life balance is manageable. The way the organization has handled COVID has been top notch - I never felt fearful that I would lose my job or be put in a situation where I did not feel safe. The benefits are great - PTO and 401k matching are top level., • There is great consideration given and extended in the following areas: organizational core values for all, work-life balance, impact we can actually see (and even experience as a staff member- the feeling of making an impact is priceless), autonomy with respect to current position within the organization., • Everyone is friendly and easy to talk to. We collaborate well together and share ideas and interests to create fun activities for our overall goal in the community. I couldn't think of a better organization to work for., • The mission alone provides a positive and meaningful purpose, where people should want to work and be a part of. Most of the people who work for the USO and volunteer for the USO have giving hearts and want to make a difference. This also makes the organization a place where people would want to work., • The mission and opportunities to make a Difference are amazing. There is no doubt that the USO is one of the most forward-facing, frontline serving nonprofits that I know of. #theUSO Apply today. Join the mission. Join Team USO.