Executive Administrative Assistant

HOPKINS HOUSE-A CENTER FOR CHILDREN AND THEIR FAMILIES • Alexandria, VA

4d

About The Position

The Executive Assistant is a part-time position working approximately 15–20 hours per week and reporting to the Vice President/Chief Operating Officer. The role provides general clerical support and executive staff coordination. The ideal candidate is proactive and resourceful, anticipates needs, and initiates tasks. Responsibilities span executive support, human resources support, and student enrollment coordination.

Requirements

• High school diploma or GED required.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and database management tools.
• Excellent written and verbal communication skills, including editing, proofreading, and drafting correspondence.
• Exceptional ability to multitask, prioritize tasks, and manage competing deadlines efficiently.
• Strong diplomacy, tact, and professionalism when working with high-level stakeholders and sensitive information.
• A proactive, self-starting approach, attention to detail, and ability to anticipate needs and provide solutions.
• Ability to handle confidential information with discretion.

Nice To Haves

• Some college coursework preferred.
• Previous office or administrative experience preferred but not required.

Responsibilities

• Provide administrative support to the Vice President/COO, including managing the calendar, scheduling meetings, and handling correspondence.
• Maintain and oversee the Central Office budget.
• Serve as the Vice President/COO’s primary liaison to internal staff and external stakeholders, ensuring timely and professional communication.
• Receive and distribute mail and packages delivered to the Central Office.
• Receive and direct telephone inquiries and requests.
• Screen employment applications for minimum qualifications.
• Schedule interviews and communicate with applicants.
• Conduct reference checks and coordinate pre-employment background screenings.
• Schedule new employee onboarding, orientation, and required training.
• Maintain accurate electronic and paper personnel records in BambooHR, the employee database, and employee rosters.
• Assist with coordinating employee recognition and appreciation activities.
• Receive and review student enrollment applications for completeness and follow up with families about missing information or required documentation.
• Collect and organize required student records, including immunization records, health forms, emergency contacts, and other documents required for admission.
• Maintain accurate, confidential student enrollment records and update student information in Brightwheel, the student database.
• Collect and input data for the monthly Service Data Report.
• Coordinate orientation activities and distribute parent handbooks, Academy policies, calendars, and other information to newly enrolled families.

Benefits

• Hopkins House offers a wide range of generous employee benefits; the full list is available through the Employee Benefits link.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED