Executive and Administrative Assistant (aka Initiatives Manager)

Child Care Aware of America is committed to recruiting and retaining a diverse workforce. Our mission is to advance a child care system that effectively serves all children and families. Joining our efforts provides a powerful opportunity to make a difference in the lives of families and to advocate for the approximately 1.5 million child care providers in the United States. The child care workforce is 94% women; 40% people of color; and 22% foreign-born. And despite the invaluable service they provide, 36.7% of them live below 200% of the federal poverty line. Join CCAoA to help us realize our vision that every family in the United States has access to a high-quality, affordable child care system.

Position Summary: The Executive Initiatives Manager role is similar to an advanced experienced Executive Assistant role that reports to the Chief Executive Officer and will work closely with him/her by providing administrative, technical, and operational support in a one-on-one working relationship. The Manager’s responsibilities include scheduling, travel logistics and support, and Board support. The Manager must be an excellent communicator, highly independent, creative, innovative, and have strong relationship-based leadership skills. The Manager must enjoy working within a mission-driven, complex, and results-oriented environment. The ideal candidate will have good judgment in a variety of situations, strong written and verbal communication, administrative, and organizational skills, and the ability to adapt, be flexible, and manage multiple priorities. The candidate must be able to work under pressure and at times handle confidential matters with discretion.

Location: Arlington, Virginia. Candidates must be based in Washington D.C., Maryland or Virginia Metropolitan area and able to work a hybrid schedule with 3 days per week in-office.

Position Duties and Responsibilities:

• Completes a broad variety of administrative tasks for the CEO, including but not limited to maintaining an active calendar of appointments in partnership with the Chief of Staff. Plans, coordinates and ensures that CEO’s schedule is followed and respected. Fields phone calls and email requests.
• Coordinates travel and conference arrangements.
• Ensures timely processing of checks, credit card reports, timecards, and reimbursements as approved by the Chief Executive Officer.
• Maintains Chief Executive Officer contacts, logs meetings and summarizes outcomes when appropriate within HubSpot or other applicable tools.
• Prioritizes conflicting needs, handles matters proactively, and follows through.
• Provides executive support at meetings, including coordinating briefing documents, taking notes , and conducting appropriate follow-ups with staff.
• Effectively manages activities related to the Board of Directors, including but not limited to governance, Board meetings, Board elections, committee or task force meetings, and serving as administrator of the online portal, e.g. Boardvantage.
• Coordinates logistics of Board of Directors meetings, conference calls, and orientations.
• Takes meeting minutes for Board of Directors and Board Committee Meetings as identified.
• Facilitate travel and lodging for Board of Directors meetings as well as other travel requests made of the Board for special events, etc.
• Serves as event coordinator, including planning menus/catering for Board events.
• Plans and organizes meeting logistics internally and off-site. Establishes excellent customer relations with caterers, hotel, and restaurant managers. Initially reviews and negotiates venue contracts and secures event space.
• Venue procurement on-site/off-site preparation: visits venue to plan room set-up, samples food, selects menu options and works closely with venue IT to ensure required A/V for meetings. Coordinates and monitors event timelines and ensures deadlines are met.
• Calculates and manages the budget and ensures that budgetary restrictions are adhered to. Reviews and reconciles final bill.
• Closely partner with the Deputy Executive Officer’s support team.

Qualifications:

• Bachelor’s Degree or equivalent related work experience
• Demonstrated experience in supporting C-level executives, preferably at a non-profit organization;
• Proficient in MS Office Suite (Word, Excel, PowerPoint); Ability to quickly adapt to multiple technology platforms

Benefits:

We offer a full and comprehensive benefits package to includes medical, dental, vision, supplementary, long-term, short-term, retirement options, training, and professional development opportunities. Compensation may commensurate with experience.

Child Care Aware® of America is an Equal Opportunity Employer & Drug-Free Workplace. This position requires the completion of a satisfactory background check.

Job Type: Full-time

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Arlington, VA 22201: Relocate before starting work (Required)

Work Location: Hybrid remote in Arlington, VA 22201