Executive Office Administrator/Office Manager presso National Legal Aid and Defender Association (NLADA)

ABOUT THE COMPANY

The NLADA Insurance Program (comprised of the NLADA Service Corporation and NLADA Mutual Insurance Co., RRG) is an insurance and risk management firm exclusively dedicated to the distinct needs of the equal justice community. 

Summary

The Executive Office Administrator/Office Manager leads the executive office administration and the daily management of office operations.  The position provides administrative and operational support to the President & CEO, establishes procedures and standards to improve efficiency and effectiveness of office procedures, and provides administrative support to the NLADA Insurance Program Boards of Directors (NLADA Service Corporation (NSC) and NLADA Mutual Insurance Co., RRG (NLADA Mutual) and Insurance Program staff. 

Essential Duties and Responsibilities

The statements contained below describe the scope of responsibility and essential functions of this position but should not be considered an all-inclusive listing of work requirements. Incumbent may perform other duties as assigned, including work in other areas.

Executive Office Administration

• Provides administrative support to the CEO, NSC and NLADA Mutual Board of Directors.
• Manages and maintains the CEO’s calendar to optimize time and facilitate the exchange of information.
• Monitors and reviews the CEO’s email and other correspondence, including composing and drafting correspondence and replies.
• Assists the CEO in developing and monitoring budgets for the Executive Office.
• Coordinates the physical and logistical arrangements for Board of Directors meetings.
• Coordinates the preparation of Board Books and associated meeting agendas and materials.
• Acts as the Insurance Program’s Board Portal Administrator.
• Travels to meetings and conferences as needed to provide on-site management and support to the CEO, the Board of Directors, and staff business development activities.
• Supports CEOs business development activities and business relationships, including tracking and follow up, coordinating touches and assisting with communications with potential members.

Office Management:

• Works with the CEO and/or her designee to create, update and maintain office policies and procedures.
• Coordinates with NLADA’s Director of Administrative Services as needed.
• Coordinates NSC staff’s operational needs.
• Coordinates with HR to onboard and offboard staff and consultants.
• Coordinates with the National Legal Aid and Defender Association’s (NLADA) IT department on NSC’s IT needs.
• Plans in-house or off-site team activities, such as planning retreats, parties, or celebrations.
• Works with CEO and VP of Insurance Operations to schedule Team Meetings and develop and distribute agendas
• Processes and tracks insurance payments and refunds, in coordination with VP of Insurance Operations or her designee and the Insurance Program’s Captive Manager (MLM).
• Other duties as assigned.

• 5 years previous experience supporting top level executives, including supporting an Executive Director and/or President/CEO.
• Demonstrated experience working with a Board of Directors and committees, including planning Board and committee meetings.
• Demonstrated office management and administration experience
• Commitment to life-long learning (personal professional development and growth).
• Strong interpersonal and problem-solving skills, including ability to think quickly and proactively solve problems.
• Excellent oral and written communication skills.
• Self-starter with the ability to take initiative and organize and prioritize work.
• Ability to handle multiple projects efficiently and effectively and to follow-through on projects and assignments. 
• Proven time management and prioritization skills.
• Strong organizational and planning skills in a fast-paced environment, with both attention to detail and creativity to suggest improvements.
• Ability to exercise good judgment, use discretion and maintain strict confidentiality.
• Strong word processing and desktop publishing skills.
• Exceptional computer skills including MS Office Suite, and database proficiency.
• Computer literacy with database proficiency and problem-solving capability.
• Must be able and available for periodic travel.
• Must reside in the DMV area and available to work on-site.

Salary Information:  The salary range for this position is $49,600 to $60,000 annually, depending on experience.  This is a salaried, non-exempt position, working 30 hours per week.  This is a hybrid position, and the ideal candidate will be based in Washington, DC or the DMV area.  

Work Environment: This job operates in a professional hybrid environment. This role routinely uses standard office equipment such as computers, phones, and copy machines. 

Physical Demands: Constantly stationary; occasionally requires moving about the office and frequently to attend meetings. Constantly operates a computer and other office productivity machinery. Frequently communicates and exchanges information. Seldom requires lifting of up to 10 pounds. 

How We Support Staff

• Free individual Medical, Dental, and Vision Insurance for employee coverage, reduced rates for family coverage, and a health care Flexible Spending Account (FSA)
• Employer-provided life insurance policy and Short-Term and Long-term disability benefits
• Wellness support, to include paid sick leave, Family Medical Leave Act, and Employee Assistance Program (EAP)
• 401(k) Retirement Plan
• Paid time off, to include recognition of all federal holidays, and we are closed the week between December 24th and January 1st.

NLADA Service Corporation is committed to fair employment practices and equal employment opportunity regardless of age, ancestry, citizenship, color, creed, ethnicity, family-care status, gender identity (including characteristics and/or expression), marital status, matriculation at a college, medical condition (including HIV/AIDS), chronic illness, pregnancy, childbirth (or other related medical conditions), membership in a labor union or union activities covered by the Act, mental disability, national origin, personal appearance, height and weight, physical disability, political affiliation, race, religion, sex, sexual orientation, and veteran status. 

NLADA Service Corporation complies with federal and state disability laws and makes reasonable accommodation for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources.