Under direction of the Chief Financial Officer, the Executive & Operations Manager will be responsible for providing comprehensive operational support spanning various areas of the organization. This role will provide core support to the Executive Team and oversee a wide variety of administrative support activities. The position will also be responsible for the management of daily office operations, directing shipping activities, triaging mail and supporting daily financial operations of the Finance department. The individual must be flexible in supporting the Chief Financial Officer, the President/CEO in performing projects or tasks, demonstrating adaptability and a willingness to tackle diverse challenges. This role will be performed fully on-site at NPF’s Alexandria, VA office with potential to work a hybrid schedule after completing the first 90 days of employment.
Requirements include:
Executive Support
-Communicate effectively with President/CEO and CFO on a daily basis to discuss and triage urgent issues, and resolve
conflicts
-Organize and maintain organizational calendar
-Support the President/CEO in managing monthly expense reports and other financial related tasks
-Serve as staff liaison in communications with the board, overseeing correspondence and board meeting materials
-Record, finalize and distribute board meeting minutes
-Manage the scheduling of board meetings, including coordinating logistics and travel arrangements
-Manage board portal content, ensuring access to governance documents, board-approved policies, board and committee meeting minutes
Office Management
-Direct office and operational functions for the organization’s headquarters in Alexandria, VA serving as a point of contact for the building manager and vendors
-Analyze and make recommendations to improve operating practices and procedures
-Oversee daily incoming mail by scanning all documentation, distributing to appropriate staff members and maintaining an organized filing system
-Manage the daily bank deposit, including check and cash deposits
-Oversee procurement and inventory of office supplies and equipment
-Manage the process for outgoing mail and contractual relationships with postage vendors
-Ensure compliance with postal and delivery service requirements, including UPS, FedEx and USPS carriers
-Maintain up to date records of Standard Operating Procedures (SOPs) for all tasks and activities
-Evaluate vendor performance and implement continuous improvement initiatives
Financial
-Lead the billing process including generating and distributing invoices to individuals and corporate partners
-Develop and administer Concur training sessions to all staff
-Provide ongoing customer support to Concur system end-users
-Approve and process all corporate credit card expense reports to ensure adherence to organizational policies
-Support the Junior Database Administrator in ensuring accurate and timely processing of gifts and transactional data from various giving platforms into Blackbaud Raiser’s Edge through batch processing.
-Partner with the finance department during month-end closing activities
-Prepare and mail gift acknowledgement letters to donors
-Identify opportunities for process improvements and efficiency gains
-Other tasks as assigned by the Chief Financial Officer
Requirements include:
-Bachelor’s degree or equivalent experience
-Minimum of 2-3 years of relative experience in financial or administrative support roles
-Self driven, motivated, and willing to learn new skills
-A demonstrated ability to manage multiple responsibilities and projects simultaneously.
-Capability to streamline processes and implement organizational systems for improved efficiency
-Basic understanding of material handling (shipping, receiving, inventory control)
-Strong data analytical, organizational and time management skills
-Excellent written and verbal communication skills
-Ability to communicate effectively and professionally with a wide variety of audiences including Board of Directors, donors, volunteers, and various levels of staff
-Resourcefulness in finding solutions and making sound decisions independently
-Flexibility to handle unexpected tasks and last-minute requests from executives
-Discretion and the ability to use good judgment and maintain a high level of confidentiality
-A proactive approach to achieving objectives and tackling challenges
-Proficiency with Microsoft Office products; experience with Blackbaud Raiser’s Edge constituent management software and SAP Concur preferred
-Reliable vehicle and valid driver’s license
Physical Requirements
-Ability to bend, crouch, stoop, sit, and stand for long periods of time.
-Ability to lift 45 pounds without assistance using proper lifting techniques.
-Mobility to navigate within the office environment and attend meetings in various locations.
-Visual acuity to read documents, screens, and written communication.
-Ability to operate office equipment such as computers, phones, and photocopiers efficiently
-Good eyesight and hearing are necessary for reading documents, answering phones, and participating in meetings.
Application Instructions
Please include a cover letter with salary requirements and your resume when submitting your application. You may also apply through our Careers page: https://www.psoriasis.org/about-us/jobs or via email: hr@psoriasis.org.
