Assistant to the Executive Director & Finance Director

Location

NAADAC Office
44 Canal Center Plaza, Ste 301, Alexandria, VA 22314

Travel

No travel. 

Reports To: 

Executive Director and Finance Director  

Job Description:

The Assistant to the Executive and Finance Director will be responsible for assisting the Executive Director and Finance Director with day-to-day tasks. Candidates must have experience as a personal or executive assistant as well as bookkeeping experience. Previous work with an association or non-profit board of directors is preferred. Must be proactive and skilled with excellent organizational, logistical, and project management skills; strong communication and writing skills for a variety of projects and diverse audiences.

Qualifications

  • Bachelor’s degree
  • 2+  years’ experience as an executive assistant, office administrator or office manager.
  • Demonstrated ability to communicate (phone, face-to-face and email); and writing skills at a variety of levels (agendas, minutes, letters, papers, power points).
  • Excellent listening and note taking skills.
  • Demonstrated commitment to excellence.
  • Ability to implement and learn new skills and concepts quickly.
  • Problem solving skills and deductive reasoning abilities.
  • Excellent organization and time management skills.
  • Ability to manage multiple tasks and prioritize tasks.
  • Demonstrated ability to complete projects and assignments on a timely basis.
  • Proficient in information technology, including Microsoft Office Suite, Adobe Acrobat, Learning Management Systems, CMS or database and Association Management Systems (Impexium) and Microsoft Great Plains Financial system
  • Strong attention to detail and follow-through.
  • Demonstrated track record of flexibility; ability to adapt and react quickly to unexpected changes, and ready to anticipate problems, provide creative solutions, and meet deadlines in challenging situations.
  • Desire to know and/or working knowledge of the Addiction Profession.
  • Ability to work with a diverse staff and as a team player.  
  • Performs other duties as assigned.

Duties

  • Assist Executive Director with planning, organization and administration of daily tasks and documents related to the tasks
  • Assist with all tasks managing Board of Directors,  Executive Committee, the NERF Foundation and the NASAC LLC
  • Assist with the management of external and internal relationships
  • Manage Executive Director with schedules and e-mail
  • Assist in the design of power point presentations, forms, and other materials for Executive Office Projects
  • Assist in management and delivery of the NAADAC Approved Education Provider Program
  • Manage special projects as directed by Executive Director
  • Seek and develop new ways to perform job duties
  • Attend staff meetings and trainings
  • Perform other related duties as assigned
  • Financial duties and responsibilities:
    • Verifying check batches for deposit with data in Association Management System
    • Assist with entering accounts payable and receivable transactions into financial system
    • Maintain AP /AR tracking sheet for Executive Director
    • Create and maintain vendors information in financial system
    • Collect and maintain file for vendor W-9 forms
    • Mailing of checks to vendors, invoices, and/or sponsorship letters
    • Assist with maintaining AP files
    • Assist with maintaining employee files
    • Process NERF sponsorship letters (semiannually)
    • Assist Director with financial inquiries from staff and external customers
    • Update NAADAC internal calendar
    • Assist with annual 1099 processing and distribution
  • Other duties as assigned by the Finance Director

Benefits

NAADAC provides a comprehensive benefits package that includes health insurance, life insurance, long-term and short-term disability insurance, retirement benefits, dental benefits, paid time off, partial, or full cell phone reimbursement, and other benefits. Non-remote employees also receive free parking and access to an onsite gym.

How to Apply

Please email resume and cover letter to [email protected] with "Assistant to the Executive Director & Finance Director " in the subject line. 

NAADAC provides a fair and equal employment opportunity for all employees and candidates regardless of race, color, religion, national origin, gender, pregnancy, sexual orientation, gender identity/expression, age, marital status, disability, or any other legally protected characteristic. NAADAC hires and promotes individuals solely based on qualifications for the position to be filled and business needs.

SALARY

$60,000 - $65,000 (based on experience)