Office Associate

National Health Council
Posted Date: 
Tuesday, December 4, 2018
Washington, DC
www.nationalhealthcouncil.org

Please direct a cover letter and resume directly (by or before December 12) to email: NHCPOSITIONS@NHCouncil.org

Reports To: Chief of Staff and Operations
Status: Exempt

POSITION SUMMARY:
The Office Associate is responsible for managing the daily schedule of the Executive Vice President for Strategic Initiatives, coordinating travel, and scheduling numerous meetings, as well as providing other administrative support as needed. The Office Associate also assists the Director of Meetings and Conferences with coordination and logistics of various NHC meetings and conferences. The Office Associate serves as the first point of contact for both Council members and the public. The Office Associate maintains all office common areas and the front desk.

REPORTS TO: The Office Associate reports to the Director of Meetings and Conferences.

REPORTING RELATIONSHIPS: Senior Vice President, Strategic Initiatives, Chief of Staff, and Director, Meetings & Conferences.

DUTIES AND RESPONSIBILITIES:
• Anticipating and preparing the daily schedule for the Senior Vice President
• Scheduling and prioritizing both internal and external meetings
• Works collaboratively with Chief of staff to coordinate senior staff meetings
• Coordinating travel
• Assist in the coordination and logistics of various NHC meetings and conferences. Travel may be required
• Cover main phone line and greets visitors
• Assisting the organization with other administrative support, as requested, such as drafting correspondence, returning phone calls, and schedule meetings
• Orders and monitors inventory of office supplies and assists in monitoring needs for office equipment.
• Schedule conference rooms and organize large office meetings; assist with the video
conference set-up for office meetings; assist with placing catering orders for office meetings and events as needed
• Communicate with vendors and suppliers regarding office equipment maintenance.
• Other duties as requested based on organizational need
• Ensures common areas and front desk are clean and organized

PROFESSIONAL EXPERIENCE/QUALIFICATIONS:
• The ideal candidate has at least two years of scheduling experience with high-level executives in a fast-paced environment, preferably with a nonprofit organization or on Capitol Hill
• Excellent interpersonal and communication skills; ability to engage with others in a friendly and professional manner
• Proficient working with office technology, computers, internet, multi-line phone systems, tele- and video-conferencing
• Attention to detail and ability to multitask
• Ability to deal with priorities and unexpected issues as they arise
• Proven experience prioritizing and making decisions with respect to scheduling and scheduling changes
• Experience in resolving travel complications
• Proactive and comfortable working in a fast-paced environment
• Computer proficiency with Microsoft Office suite; experience with Microsoft Dynamics CRM preferred
• Ability to work effectively within a team environment
• An interest in health, health policy, and patient advocacy

EDUCATION: Associate's or bachelor’s degree in administration, government relations, or a related field
 

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