Project Specialist & Executive Assistant (CFO & CAO)

Project Specialist & Executive Assistant

This shared position will provide general administrative and project-specific support to the USO's Chief Financial Officer (CFO) and the Chief Administrative Officer (CAO).

Principal Duties and Responsibilities (*Essential Duties)

• Support of CFO and Departmental Initiatives:
• Track and manage projects, activities and milestones, and report their statuses to the CFO and team. Monitor progress on key initiatives to ensure their timely and successful completion and provide insights that help inform key decisions and optimization of departmental functions and processes.
• Provide project management for key Finance initiatives. Ensure that all involved parties understand the organizational goals driving the need for each assigned initiative. Assist the CFO to define goals, determine approach, schedule and resources available, assess/mitigate risk, manage expectations, report and deliver results to CFO.
• Conduct research and analysis, in support of Finance projects.
• Serve as primary point of contact for the CFO via telephone, e-mail, and in person with key internal and external stakeholders.
• Provide executive support and office management services to the CFO to include: managing CFO's calendar, email, travel and communications; creating executive level briefing materials; providing talking points and gathering materials for meeting preparation, and reviewing and approving expense reports, managing document signatory and PTO requests for the CFO direct report team.
• Coordinate, schedule, manage attendance and prepare materials / presentations for meetings and events, including but not limited to USO Finance Committee, USO Audit & Risk Committee, USO Technology Committee, and USO Foundation Board. Draft and edit written materials for the CFO and Board Committee Chairs, such as: emails, minutes, follow-up action items, and Committee talking points.
• Participate in in key executive meetings, making recommendations on follow-up items and creating corresponding action plans and organizing meetings for senior Department leaders.
• Provide support and facilitation to ensure productive relationships with the Board of Governors. Act as the lead relationship manager for the Finance Committee, Audit & Risk Committee, USO Technology Committee, and USO Foundation Board.
• Organize and maintain financial reporting binders and other pertinent files (insurance and regulatory reporting).
• Support of CAO:
• Serve as primary point-of-contact for CAO with key internal and external stakeholders. Review and respond to email, resolve routine questions and problems, greet visitors.
• Schedule and arrange staff participation in meetings, conference calls, local and regional events and other activities. Prepare and process travel arrangements. Provide executive support to the CAO to include creating executive level briefing materials; reviewing and approving expense reports; managing document signatory and PTO requests for the CAO direct report team.
• Maintain and organize contact lists, records and reports.
• Draft and prepare correspondence. Coordinate and prepare materials for meetings and events. Attend meetings and events, as needed.
• Complete financial transactions as directed. Monitor budgeted and non-budgeted revenue and/or expenses.
• Perform other duties as assigned.

Job Specifications:

• Bachelor's Degree preferred.
• 5+ years work experience in a senior administrative support role and/or project support role. Relevant experience in a not-for-profit, military, multicultural and/or global organization preferred.
• Strong interpersonal and customer service skills. Ability to interact with USO Leadership, high profile public officials, the general public and military audiences at a variety of levels with integrity and professionalism.
• Proficiency using computers and electronics equipment. General knowledge of various software, applications, and programs including but not limited to Microsoft Office Suite and SharePoint.
• Demonstrated ability to exercise sound judgment and neutrality related to politically controversial and/or culturally sensitive subjects. Ability to handle confidential information with tact and poise.
• Must be punctual, organized and self-motivated, with the ability to quickly and easily adapt to changing organizational needs.
• Ability to achieve desired results while working collaboratively in a team environment.
• Ability to perform basic math and follow proper cash/donation handling and reporting procedures.
• Ability to obtain and maintain proper credentials necessary to access USO Center locations and facilities including but not limited to security, credit and/or background screening, SOFA status, valid driver's license.
• Must be a strong advocate of the USO's mission personnel at all levels.
• Must be a strong advocate of the USO's mission.

Details:

• This position is located in Arlington, VA.
• 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.
• 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 and meaningful purpose, where people should want to work and be a part of. Most of the people who work for the USO and volunteer for the USO have giving hearts and want to make a difference. This also makes the organization a place where people would want to work.
• The mission and opportunities to make a Difference are amazing. There is no doubt that the USO is one of the most forward-facing, frontline serving nonprofits that I know of.

Apply today. Join the mission. Join Team USO.