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Board Administrator & Executive Assistant to the CEO
Board Administrator & Executive Assistant to the CEOUSO • Washington, DC, US
Board Administrator & Executive Assistant to the CEO

Board Administrator & Executive Assistant to the CEO

USO • Washington, DC, US
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  • [job_card.full_time]
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Board Administrator & Executive Assistant To The CEO

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.

The external "Great Place To Work" survey found that :

  • The USO is a Certified Great Place to Work 2023-2024
  • 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.

The Board Administrator & Executive Assistant to the CEO provides high-level administrative, operational, and board governance support to the CEO and Board of Governors. This role ensures effective executive office operations, manages board administration, and supports organizational compliance, financial stewardship, and strategic initiatives.

Principal Duties and Responsibilities (

  • Essential Duties) :
  • Serve as the primary point of contact for the CEO with internal and external stakeholders via phone, email, and in-person interactions.
  • Manage the CEO's calendar, including scheduling, prioritizing, and coordinating meetings, events, travel, and conference calls (domestic and international).
  • Draft, proofread, and prepare correspondence, presentations, and meeting materials, ensuring alignment with the CEO's preferred tone and style.
  • Develop and maintain mail management processes for the CEO, including regular check-ins, confidentiality protocols, and tagging systems for urgent / sensitive communications.
  • Independently initiate and implement processes to manage projects, information, and people.
  • Conduct research and prepare summaries, reports, and recommendations as assigned.
  • Exercise discretion, judgment, and organizational knowledge to facilitate executive activities and maintain confidentiality.
  • May direct and deploy support staff or other resources as needed.
  • Work independently and collaboratively across teams.
  • Act as the primary liaison between the organization and the Board of Governors and its Committees.
  • Schedule, plan, and provide notices for board and committee meetings, maintaining a two-year posted rotation and annual planning in coordination with the Operations team.
  • Prepare, assemble, and distribute meeting materials, agendas, minutes, resolutions, and annual conflict of interest statements.
  • Attend meetings, record minutes, and ensure timely follow-up on action items.
  • Manage board member records (bios, contact info, tenure, committee membership) and train / support system users.
  • Coordinate board trips, in-person meetings, dinners, and mission immersion events.
  • Conduct research, develop / administer board surveys, and generate reports to support governance and strategic goals.
  • Track board member giving in development donor database, ensure gifts are credited, and facilitate acknowledgements and CEO / Chairman thank-you's.
  • Collaborate with the Governance Committee Chair and senior leaders to monitor board and committee composition, make recommendations, and support board development.
  • Develop, submit, and monitor the Executive Office budget, including monthly analysis of budget-to-actual spending in Adaptive, midyear forecasts, and annual training with Finance leadership.
  • Project expenditures for consultants and outside resources, and attend budget submission check-ins as required.
  • Reconcile CEO and EA Wells Fargo corporate credit card charges in the Wells One portal, ensuring :
  • Receipt images are attached to each charge.
  • Charges are coded with the correct general ledger code.
  • Full explanation of business purpose is provided (including attendees / affiliations for meals and ride shares).
  • PO numbers are included for applicable charges.
  • Review and approve direct reports' reconciliations and out-of-pocket expense reports in Coupa, using established approval / denial / comment features and ensuring compliance with USO policies and IRS requirements.
  • Submit and track invoices through Coupa, following Accounts Payable and procurement policies.
  • Maintain up-to-date knowledge of USO General Ledger Account Codes and financial procedures.
  • Arrange travel for the CEO, board members, and executive office, ensuring compliance with USO travel policies and use of the Concur Travel Management platform.
  • Prepare and submit spouse travel request forms and support documentation for board approval when applicable.
  • Forecast and track travel expenses, ensuring proper documentation and approvals.
  • Support CEO participation in corporate alliance / partnership events, speaking engagements, care package events, and CEO-to-CEO partnerships.
  • Assist with securing approvals for creative materials and direct response / marketing campaigns requiring the CEO's signature.
  • Build and maintain positive, strategic relationships at all levels of the organization, including senior leaders, board members, administrators, and external partners.
  • Communicate scheduling needs, resolve conflicts proactively, and coordinate with team members to optimize executive office productivity.
  • Maintain confidentiality and professionalism in all interactions.
  • Retain and manage the CEO's electronic signature, ensuring use only with CEO approval and in accordance with organizational policies.
  • Perform other duties as assigned to support the CEO, Board of Governors, and organizational objectives.

    • Job Specifications :

  • Bachelor's degree in business administration, nonprofit management, or related field preferred.
  • Minimum 5 years' experience in C-suite level executive support, board administration, or nonprofit governance.
  • Demonstrated expertise in financial management, expense reporting (Wells Fargo, Coupa), and budget analysis.
  • Advanced proficiency with Microsoft Office, Adaptive, Salesforce, Concur, and board management systems.
  • Strong organizational, planning, and time management skills; ability to prioritize and manage multiple projects.
  • Excellent written and verbal communication skills; ability to draft correspondence in CEO's preferred style.
  • High level of discretion, judgment, and confidentiality.
  • Experience with nonprofit board governance and administration strongly preferred.
  • CAP (Certified Administrative Professional) or similar credential preferred.

    • Details :

  • This position is located in Arlington, VA. Preference will be given to local candidates within commuting distance to the location.
  • 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
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