POSITION SUMMARY

The Executive Office Administrator will be an integral member of the Lupus Foundation of America by supporting the overall administrative activities of the LFA Executive Office. Duties include but are not limited to: all executive level administrative support and contact with high-level stakeholders including Board of Directors, high-capacity donors, health care professionals, members of Congress and other key stakeholders of the organization.

This is not a remote position. This position is based in the Washington, DC office which is currently operating in a hybrid in-person/remote work environment.

PRIMARY RESPONSIBILITIES

Roles and responsibilities of the Executive Office Administrator include, but are not limited to:

Support of the Interim CEO

• Coordinate the logistics of meetings, including internal and external space/location reservations, agenda preparation, A/V needs and food/catering orders when necessary.

• Prepares special reports, correspondence, presentations and manages special projects as directed by the Interim CEO.
• Assists with the Foundations contract management, specifically when the CEOs signature is required.
• Maintains the overall activities within the Executive Office, including office management, development and implementation of standard operating procedures, and records. management.
• Preparing meeting agendas, support materials and agenda, and capturing meeting minutes and action items.
• Support management of projects with RedBooth, LFAs project management system.
• Document CEO constituent engagement with Foundations CRM database.

Board of Directors

• Supports the work of the Board of Directors by overseeing arrangements for meetings, sourcing caterers for meetings, develops materials including presentations and Board Book in support of Board activities, orientation of new Board members, and Board engagement in their management of committee work.
• Oversee communication and facilitation of items tied to new and retiring board members Maintains discretion and confidentiality in relationships with all board members.
• Keeps Board contact information, committee lists and other contact directories current.
• Negotiates and organizes travel, lodging, venue, food and other required logistical arrangements for three Board of Directors meetings and all staff meetings.
• Supports board meetings in-person by setting up video/conference call technology and taking accurate minutes.

DC Office Support

• Ensure maintenance of professional and neat appearance of office at all times to include, caf, conference rooms, supply rooms, reception area, closets, storage unit, etc.
• Assist in office administration including but not limited to: serve as the liaison for troubleshooting and resolving office administration issues; supply and inventory management; records retention and management; and incoming phone requests.
• Serve as the liaison between the Executive Office and property management.
• Serve as the liaison between the Executive office and the IT Consultant.
• Monitor the Foundations phone system, information email box, including SPAM folders, and forward messages to the intended recipient for follow up.
• Manage the Foundations Standard Operating Procedures.

POSITION REQUIREMENTS

• Minimum 2-3 years of professional office mangement experience and preferably in an executive assistant position

• Experience in the management of administrative budgets, and expense reporting.

• Ability to multitask - prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Computer literate and proficient in Microsoft Office applications and Google docs, as well as internal communication and project platforms such as Slack and RedBooth.
• Excellent planning and organizational skills.

• Ability to work independently and effectively multi-task.
• Ability to communicate and interact effectively with a diverse population.
• Able to maintain a high level of confidentiality.
• Ability to lift 35+ pounds
• Available for occasional weekend and evening work.

EDUCATION

• Minimum Associates degree required.