Coordinator, Executive Office

Summary: Provides high-level administrative and logistical support to ASTHO's Executive Office, working under the Deputy Chief Executive Officer (DCEO), and directly with the CEO and senior leaders within the Executive Office. Coordinates activities that support implementation of ASTHO’s strategic plan and performance management system.

Location: Remote

Anticipated salary: $60,600

Principal Functions:

• Maintains confidential and sensitive information
• Provides comprehensive administrative support to the DCEO, including scheduling, calendar maintenance, meeting preparation, correspondence, and follow-up
• Coordinates recurring Executive Office and organizational meetings; manage invitations, virtual meeting settings, agendas, materials, and participant communications
• Takes clear and accurate meeting notes; distributes notes to designated participants and maintains final records in the appropriate project trackers or shared files
• Manages the DCEO’s travel administration, including travel pre-approvals, itineraries, expense reports, and related documentation in ERP
• Complete monthly credit card reconciliations and coordinates required approval and recordkeeping
• Processes and tracks invoices, subaward documentation, and contractor expenses
• Supports contract and agreement administration, including routing documents, maintaining files and trackers, coordinating signatures when authorized
• Provides project coordination support by maintaining Monday.com project trackers, monitoring deadlines and deliverables, coordinating partner and project-management check-ins, and keeping project documentation current
• Supports 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
• Contributes to the preparation of summary and performance reports
• Serves as a liaison between the Executive Office, project teams, partners, and staff by responding to questions, communicating deadlines and requirements, and supporting completion of cross-functional work
• Maintains and updates intranet pages; manage site content, permissions, unpublished pages, and other intranet information as assigned
• Coordinate Executive Office communications
• Prepares, edits, formats, and distributes professional correspondence, presentations, spreadsheets, reports, briefing materials, meeting documents, and other Executive Office materials
• Maintains accurate electronic files, contact and participant lists, project records, and administrative trackers in SharePoint, Teams, Monday.com, and other designated systems
• Provides back-up administrative support to other coordinators and cross-cutting departments as needed and perform other duties consistent with the position's scope and responsibilities

Qualifications:

• Bachelor's degree preferred
• Minimum 3 years of relevant and similar experience providing administrative/office and customer service support
• Experience working for a membership association or a grants funded organization
• Excellent computer skills including Microsoft Office Suite
• Excellent interpersonal skills
• Experience working with spreadsheets and data tracking preferred
• Ability to manage diverse priorities with positive outcomes
• Willingness to work on projects across the department
• Ability and willingness to travel

Benefits:

• Vacation leave, Sick leave, Personal days
• 12 Holidays (with some floating options for personalization)
• Medical, Dental, and Vision
• 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
• Additional Benefits include: Employee Assistance Program (EAP), Pet Insurance, Legal Resources, Health & Wellness reimbursement, Flexible Spending accounts, Tuition Reimbursement, and Professional Development Assistance

About Us: ASTHO is the national nonprofit organization representing the public health agencies of the United States, the U.S. territories and Freely Associated States, and the District of Columbia, as well as the more than 100,000 public health professionals these agencies employ. ASTHO members, the chief health officials of these jurisdictions, are dedicated to formulating and influencing sound public health policy and to ensuring excellence in public health practice. ASTHO is headquartered in Arlington, Virginia, and was incorporated on March 23, 1942, with the goal of helping health officials navigate a rapidly changing public health landscape and remains a strong voice in governmental public health.

This position is contingent upon the availability of grant, contract, or organizational funding. Funding levels and organizational needs may impact the duration or continuation of employment.