Executive Assistant/Office Manager

National Council of Teachers of Mathematics
Reston, VA
Jan 22, 2022
Jan 24, 2022
Full Time
EXECUTIVE ASSISTANT - OFFICE MANAGER The National Council of Teachers of Mathematics (NCTM) is the world's largest organization dedicated to improving mathematics education for all students. NCTM is the public voice of math education, providing vision, leadership, and professional development to teachers.NCTM is seeking an Executive Office Manager to support the Office of the Executive Director and Board of Directors with office management and administrative services.Essential Duties and Responsibilities include, but are not limited to, the following: 1. Support the Office of the Executive Director by providing office management and administrative services to the Executive Director and other upper management staffa. Works independently and uses discretion in dealing with issues relating to daily operations of the Executive Office.b. Ensures confidential information, written and verbal, is held in strictest confidence in accordance with established procedures.c. Ensures essential company documents such as Policies & Procedures and Bylaws are current and meeting minutes are properly archived.d. Assists Executive Director in preparing the annual department budget.e. Organizes special staff events such as the Holiday Party, All-Staff Meetings and October Board/Staff Social.f. Manages Executive Director's calendar, monitoring schedule conflicts, anticipating, and providing materials and/or support required for appointments and meetings.g. Screens and initiates correspondence that requires independent thinking and problem solving through an understanding of the Executive Director's activities and duties.h. Processes and codes expense reports and department invoices. i. Monitors office inventory levels and places orders as needed.2. Travels to and coordinates onsite logistics and administrative services for Board meetingsa. Records accurate complete meeting minutes, motions, and votes during BoD meetings.b. Organizes BoD onsite events such as President/International Members reception, Affiliate Breakfast, and Board dinner.c. Prepares rooming list information, staging for meeting room setup, food and beverage and audiovisual needs for each event with hotel/facility and monitors all changes.d. Prepares and sends board members meeting travel information and forms.3. Manages Annual Board of Directors Election Processa. Works as the Staff Liaison for Nominations and Elections Committee to process annual slate of candidates.b. Receives candidate slate and ballot bios and formats them to NCTM style. Verifies NCTM activities and sends verified information to Publications Department for final editing and IT for posting to website.c. Facilitates staff meetings, manages timeline with Membership/Marketing, IT, and Publications departments and helps to resolve issues as they arise.d. Monitors voting statistics and maintains historical statistical data.e. Reviews outside vendor contract and oversees invoicing accuracy.4. Handles Special Projects a. Assists Executive Director on other special projects as needed.b. Oversees the Staff Fun Committee to include staffing, event approval, budget, and invoices.General Duties: Other duties may be assigned.QUALIFICATIONS: Demonstrated proficiency with Microsoft Excel, Word and PowerPoint.Extensive knowledge of handling Bylaws and Policies & Procedures. Ability to be flexible and work under tight deadlines, managing multiple projects while effectively organizing workload.Able to work well independently as well as in a team environment. Ability to maintain confidentiality. Must possess strong interpersonal, written, and verbal skills. Experience working with Board of Directors and C-level executives. Experience working with Aptify and/or Ektron software strongly preferred.EDUCATION and EXPERIENCE: The preferred candidate will have a bachelor's degree and 5-7 years of related experience at the executive level. Non-profit experience is a plus.Supervisory Responsibilities: n/aNCTM is conveniently located in Reston, Virginia, near Metro's Wiehle-Reston East Metro Station on the Silver Line. NCTM offers a generous benefits package, including comprehensive health, dental, and life insurance. Due to the pandemic, all NCTM staff is currently primarily WFH with the expectation to work a minimum of 1 day per week at our Reston HQs. To be considered for this opportunity, send cover letter, resume, and salary requirements to careers @nctm.org, ATTN: EOM-IND. Salary requirements must be submitted to be considered.Please mention where you saw this ad. No phone calls please. NCTM is an Equal Opportunity Employer.NCTM participates in the E-Verify Employment Verification Program.Work Location:One locationWork RemotelyTemporarily due to COVID-19Job Type: Full-timeBenefits:Health insurancePaid time offRetirement planSchedule:Monday to FridayEducation:Bachelor's (Preferred)Experience:Executive Assistant: 4 years (Preferred)Work Location: One location

Similar jobs