Coordinator, Executive Office

Astho•Arlington, VA

1d•Remote

About The Position

The Coordinator, Executive Office provides high-level administrative and logistical support to ASTHO’s Executive Office under the Deputy Chief Executive Officer (DCEO), and works directly with the CEO and senior leaders. The position coordinates activities that support implementation of ASTHO’s strategic plan and performance management system. It is remote, with an anticipated salary of $60,600, and is contingent upon the availability of grant, contract, or organizational funding. Funding levels and organizational needs may affect the duration or continuation of employment. The role provides administrative, meeting, travel, financial, contract, project coordination, reporting, communications, and records-management support. It also serves as a liaison among the Executive Office, project teams, partners, and staff, and provides backup administrative support to other coordinators and cross-cutting departments as needed. ASTHO is a national nonprofit organization representing public health agencies across the United States, U.S. territories and Freely Associated States, and the District of Columbia, along with the public health professionals those agencies employ. ASTHO is headquartered in Arlington, Virginia.

Requirements

At least 3 years of relevant and similar experience providing administrative/office and customer service support.
Experience working for a membership association or a grant-funded organization.
Excellent computer skills, including Microsoft Office Suite.
Excellent interpersonal skills.
Ability to manage diverse priorities with positive outcomes.
Willingness to work on projects across the department.
Ability and willingness to travel.

Nice To Haves

Bachelor’s degree preferred.
Experience working with spreadsheets and data tracking preferred.

Responsibilities

Maintain confidential and sensitive information.
Provide comprehensive administrative support to the DCEO, including scheduling, calendar maintenance, meeting preparation, correspondence, and follow-up.
Coordinate recurring Executive Office and organizational meetings, including invitations, virtual meeting settings, agendas, materials, and participant communications.
Take accurate meeting notes, distribute them to designated participants, and maintain final records in project trackers or shared files.
Manage the DCEO’s travel administration, including pre-approvals, itineraries, expense reports, and related ERP documentation.
Complete monthly credit card reconciliations and coordinate required approvals and recordkeeping.
Process and track invoices, subaward documentation, and contractor expenses.
Support contract and agreement administration by routing documents, maintaining files and trackers, and coordinating signatures when authorized.
Maintain Monday.com project trackers, monitor deadlines and deliverables, coordinate partner and project-management check-ins, and keep project documentation current.
Support implementation and reporting for ASTHO’s strategic plan, operations plan, and performance management system, including maintaining forms and trackers, conducting data quality checks, and following up with staff.
Contribute to summary and performance reports.
Liaise among the Executive Office, project teams, partners, and staff by responding to questions, communicating deadlines and requirements, and supporting cross-functional work.
Maintain and update intranet pages, including site content, permissions, unpublished pages, and other intranet information as assigned.
Coordinate Executive Office communications.
Prepare, edit, format, and distribute correspondence, presentations, spreadsheets, reports, briefing materials, meeting documents, and other Executive Office materials.
Maintain electronic files, contact and participant lists, project records, and administrative trackers in SharePoint, Teams, Monday.com, and other designated systems.
Provide backup administrative support to other coordinators and cross-cutting departments as needed, and perform other duties consistent with the position’s scope and responsibilities.

Benefits

Vacation leave, sick leave, and personal days.
12 holidays, with some floating options for personalization.
Medical, dental, and vision coverage.
Retirement plans: 403B and Roth 403B; eligible employees can receive a company contribution up to 11.75%.
Electronic communication stipend.
Life and AD&D insurance.
Short- and long-term disability insurance.
Employee Assistance Program (EAP).
Pet insurance.
Legal resources.
Health and wellness reimbursement.
Flexible Spending accounts.
Tuition reimbursement.
Professional development assistance.