EXECUTIVE ADMINISTRATIVE ASSISTANT

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

6d

About The Position

The Executive Administrative 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 manages executive staff-related responsibilities. The ideal candidate is proactive and resourceful, anticipates needs, and initiates tasks.

Responsibilities include providing administrative support to the Vice President/COO; maintaining the Central Office budget; supporting human resources processes; and coordinating student enrollment, records, and orientations. The position handles confidential information and communicates with internal staff, external stakeholders, applicants, employees, and families.

Requirements

• High school diploma or GED required.
• Proficiency in Microsoft Office Suite (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.
• Proven 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 primary liaison for the Vice President/COO 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 regarding missing information or required documentation.
• Collect and organize required student records, including immunization records, health forms, emergency contacts, and other admission documents.
• 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 posting refers readers to the employee benefits list but does not specify individual benefits.

What This Job Offers

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