Overview

Are you interested in being a part of a team that works together to solve issues through technical research? Do you have a passion to make an organization better through engagement with other staff and our members and leveraging your skillsets? With an office in Virginia and Houston, TX, and remote staff across the United States, we’re looking for a highly motivated individual that can continue to advance our team to the next level for our international membership.

Job Information

• Job Classification: Exempt
• Position Reports To: President
• Supervises: None
• Location: Chantilly, VA, Houston, TX, or Remote[1]

Position Summary

This position is responsible for day to day office management and supporting the leadership team of the organization.

Primary Objectives

• Smooth operations of the organization including office space building management liaison, office administration vendors and invoicing, organization point of contact for employee benefits, outsourced human resource main liaison, and other organization general administrative needs.
• Managing outsourced IT support for desktop and servers
• Supporting executive and any other assigned staff for travel, meeting preparation, leadership team coordination, board level communications and coordination, and other assignments support needs as assigned

Essential Job Functions

• Office Administrator (70% of time)
  • Oversee day-to-day operations of the administration of the organization, including physical needs, phone, voicemail and email systems, mail distribution, and cleanliness of common areas
  • Responsible for relationship with outsourced IT company to maintain computers and other equipment assigned to individuals, including common server and printer equipment utilized by staff
  • Provide first-level review and approval of all incoming “Office Operations” invoices and provide recommendations and execute to resolve discrepancies and inaccuracies. Allocate charges to proper sub-accounts prior to payment
  • Maintain/oversee all records of Office Operations budget. When necessary, bring matters to the attention of the President or other leadership team members, including being prepared to fully brief other staff and with recommended solutions
  • Open/process incoming and outgoing mail
  • Assist leadership team and others for needed approval of invoices, contracts, and purchase orders
  • Manage outsourced human resource functions to be the main point of contact for all staff with the contracted professional employer organization (PEO), including but not limited to; Tracking and managing employee use of vacation and other off time; Provide, upon request, leadership team with current employee balances of vacation taken and remaining; Payroll information submittal, including adding, updating, and separating employees; assisting to inform employees of benefit open enrollment periods, including assisting employees when support is needed with the PEO; managing employee performance program to update records and review cycles.
  • Maintain administrative point of contact for 401(k) needs; Coordinate with accounting staff on 401(k) yearly tracking deposits made
  • Manage timesheet system for project and time off tracking/approval for employees; Provide accounting staff with required reports for accounting purposes
• Executive Assistant (30% of time)
  • Support leadership team in travel, external meeting preparation, and leadership team meeting coordination
  • Support President in member and board communications, meetings, and other related work
  • Support staff for staff meetings
  • Manage all-staff calendar, including coordination of staff travel to executive board, executive assembly, and conferences requiring multiple staff in attendance

[1] Fully remote in a location other than the two office locations of organization will depend on candidate strengths in skills and competencies for the position.