Executive Assistant - Arlington, United States - USO

Description

Job Description

Why join our team?

With a mission that spans the globe, the USO provides a rewarding and fulfilling work environment. Our team is exceptional, and we offer generous paid time off, including volunteer days and military leave. We have a remarkable 401k match, comprehensive benefits, and opportunities for training and education reimbursement. Our team members are passionate about putting the mission first, and we have a lot of fun while doing it. Working for the USO isn't just a job – it's a calling, and we believe in doing what you love and loving what you do.

Don't take our word for it. The external "Great Place To Work" survey found that:

• The USO is a Certified Great Place to Work
• 93% feel good about the ways we contribute to the community.
• 93% are proud to tell others they work here.
• 88% feel their work has special meaning: this is not "just a job."
• 89% feel that when you join the company, you are made to feel welcome.
• 91% feel people here are treated fairly regardless of their race.
• 87% feel people here are treated fairly regardless of their gender.

Shared position providing general administrative and project-specific support to the USO's Chief Financial Officer (CFO) and the Chief Government Relations Officer (CGRO). Administer the planned giving document process which will be supported by the VP, Controller and resources and training will be provided.

Principal Duties and Responsibilities (*Essential Duties)

Planned Giving Administration:

• Respond to all legal correspondence received related to wills, trusts and other estate matters, and other related inquiries received via emails and phone. Provide appropriate contact information to deceased donor's representatives. Ensure USO receives all legal paperwork from estate executor, attorney, trust officer etc.*
• Monitor the flow of legal documents, trust statements, estate inventories and proper sequence of probate. Conduct appropriate follow up as needed to ensure timely receipt of anticipated distributions from estates.*
• Upon receipt of paperwork and other estate notifications, create, track, and maintain hard copy files in the office and electronic files in CRM database, creating a system whereby all follow up items are initiated by the due date. Document all actions taken, such as trustee communications or authorized signature requests, within the CRM database on the donor/estate records.*
• Review accountings, inventories and fees charged by attorneys, personal representatives, trustees, and other expenditures to ensure that administrative expenses are reasonable with the support of the VP, Controller. Coordinate with attorneys, executors, brokers, trust officers and other not-for-profit agencies to ensure USO receives correct estate distribution amount as quickly as possible. Coordinate with Development Operations' Gifts Administration Team and Finance Departments to ensure gift designations and/or restrictions are honored.*
• Monitor and maintain accuracy of all donor and estate related information in CRM database obtaining decedent's full name, last residential address, phone, date of birth, date of death and obituary. Ensure names are removed from all USO mailing lists and constituent attributes updated to reflect status. Determine surviving family members or friends and ensure coordination for purpose of determining appropriate stewardship.
• Prepare weekly report of newly opened/closed files, distributions received, follow-up items and notes regarding other significant estate matters. Provide monthly report of similar activity to designated finance team members by the 5th business day of the following month.*

Support of CFO:

• Serve as primary point of contact for the CFO via telephone, e-mail, and in person with key internal and external stakeholders.*
• Provide executive support and office management services to the CFO to include: managing CFO's calendar, email, travel and communications; creating executive level briefing materials; editing and reviewing speeches, talking points, and financial information for the CFO; and reviewing and approving expense reports, managing document signatory and PTO requests for the CFO direct report team.*
• Coordinate, schedule, manage attendance and prepare materials / presentations for meetings and events, including but not limited to USO Finance Committee, USO Audit Committee and USO Foundation Board. Draft and edit written materials for the CFO and Board Committee Chairs, such as: emails, articles, press releases, letters, and presentations. Review and edit press releases, speeches, briefing documents, and talking points for CFO.*
• Participate in in key executive meetings, making recommendations on follow-up items and creating corresponding action plans and organizing meetings for senior Department leaders.
• Provide support and facilitation to ensure productive relationships with the Board of Governors. Act as the lead relationship manager for the Finance Committee, Audit Committee and USO Foundation Board.
• Organize and maintain financial reporting binders and other pertinent files (insurance and regulatory reporting).

Support of SVP, Government Relations and External Affairs:

• Serve as primary point-of-contact for SVP, Government Relations and External Affairs with key internal and external stakeholders.. Answer and screen incoming telephone calls. Review and respond to email, resolve routine questions and problems, greet visitors.*
• Schedule and arrange staff participation in meetings, conference calls, local and regional events and other activities. Prepare and process travel arrangements. Provide executive support to the SVP to include creating executive level briefing materials; reviewing and approving expense reports; managing document signatory and PTO requests for the SVP's direct report.*
• Maintain and organize contact lists, records and reports.*
• Draft and prepare correspondence. Coordinate and prepare materials for meetings and events. Attend meetings and external events in the Washington, DC, area as needed.*
• Complete financial transactions as directed. Monitor budgeted and non-budgeted revenue and/or expenses.
• Perform other duties as assigned.

Job Specifications

• Bachelor's Degree preferred.
• Familiarity with operations of Congress and/or federal agencies preferred but not required.
• 5+ years work experience in a senior administrative support role. Relevant experience in a not-for-profit, military, multicultural and/or global organization preferred.
• Strong interpersonal and customer service skills. Ability to interact with USO Leadership, high profile public officials, the general public and military audiences at a variety of levels with integrity and professionalism.
• Proficiency using computers and electronics equipment. General knowledge of various software, applications, and programs including but not limited to Microsoft Office Suite and SharePoint.
• Demonstrated ability to exercise sound judgment and neutrality related to politically controversial and/or culturally sensitive subjects. Ability to handle confidential information with tact and poise.
• Must be punctual, organized and self-motivated, with the ability to quickly and easily adapt to changing organizational needs.
• Ability to achieve desired results while working collaboratively in a team environment.
• Ability to perform basic math and follow proper cash/donation handling and reporting procedures.
• Ability to obtain and maintain proper credentials necessary to access USO Center locations and facilities including but not limited to security, credit and/or background screening, SOFA status, valid driver's license.
• Must be a strong advocate of the USO's mission to lift the spirits of America's troops and their families.

Details

• This position is located in Arlington, VA. Preference will be given to local candidates within commuting distance to the location.
• USO locations will adhere to local area and DOD guidelines regarding COVID vaccination/testing requirements. Employees may be required to be vaccinated or tested regularly per local requirements.
• Resume and cover letter are required for full consideration.
• Background check – education, criminal and driving required.
• The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.

If that's not enough to convince you, here are some direct quotes from employees:

• The organization truly cares about the people who work here.
• I have been with the USO for 4 years and have consistently been able to grow in my knowledge and position. It is a fun place to work and my work/life balance is manageable. The way the organization has handled COVID has been top notch - I never felt fearful that I would lose my job or be put in a situation where I did not feel safe. The benefits are great - PTO and 401k matching are top level.
• There is great consideration given and extended in the following areas: organizational core values for all, work-life balance, impact we can actually see (and even experience as a staff member- the feeling of making an impact is priceless), autonomy with respect to current position within the organization.
• Everyone is friendly and easy to talk to. We collaborate well together and share ideas and interests to create fun activities for our overall goal in the community. I couldn't think of a better organization to work for.
• The mission alone provides a positive and meaningful purpose, where people should want to work and be a part of. Most of the people who work for the USO and volunteer for the USO have giving hearts and want to make a difference. This also makes the organization a place where people would want to work.
• The mission and opportunities to make a Difference are amazing. There is no doubt that the USO is one of the most forward-facing, frontline serving nonprofits that I know of.

#theUSO

Apply today. Join the mission. Join Team USO.