About Us:

Tysons Community Alliance (TCA) is an independent, non-profit community improvement organization,committed to the transformation of Tysons, VA into a vibrant, inclusive, globally attractive urban center where all thrive by facilitating collaboration, activating places, promoting Tysons and place management.

TCA operates on a budget of $4 million and plans to hire a staff totaling 14 at full capacity.

Position Summary:

The Administrative Manager is integral to the successful day-to-day operations of the TCA office and coordination with our Board of Directors. They will be the first impression to visitors in our office space – visitors, stakeholders and colleagues – and the first opportunity for those people to experience our values (professionalism, forward-thinking, inclusion, optimism, and belonging!). They will manage the office equipment and ensure the functionality and readiness for general use and meetings, to include audio/visual, and refreshments. They will be proactive and informed about our programs, events and meetings and act as a resource, especially for our Board of Directors, on how to access information about those things.

The Administrative Manager is responsible for providing general office and administrative management and support for TCA office space and staff. The position works with the full TCA team, but most closely with the Chief Executive Officer for board related matters and the Director of Budget and Administration for day-to-day management. This position is hybrid, however, requires mostly in-person time due to the nature of the work (in the office 4 days per week).

Essential Duties:

• FACILITIES AND GENERAL OFFICE ADMINISTRATION – 40%
  • Screen incoming telephone calls and general inquiry emails (take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine inquiries to the appropriate staff).
  • Greet visitors and guests to our office space in a professional and confident manner.
  • Represent the organization in a positive light through great follow-through and sound judgement.
  • Ability to think outside of the box and see any issue through to resolution with a sense of urgency.
  • Manage purchasing, maintenance, and organization of general office equipment and supplies within the allocated budget. Maintain an understanding of inventory and order in a timely manner to maintain what is needed. Proactively communicate with staff to ensure understanding of needs and coordinate with Director or Budget and Administration on needs exceeding routine office supplies budget.
  • Manage office vendors and/or contractors (maintenance, janitorial services, property manager/landlord, etc.).
  • Serve as the first stop to ensure functionality of office equipment (printer, laptops, audio-visual equipment) and coordinate with IT consultant, when needed.
  • Schedule and coordinate internal all-staff meetings.
• BOARD OF DIRECTORS AND COMMITTEE SUPPORT – 40%
  • Act as the point of contact and primary scheduler for the board of director and associated committee meetings. Currently, there are three committees: Executive; Budget and Finance; and Governance and Nominations to support in addition to the full board.
  • Assist CEO by supporting administrative needs of the Board, including but not limited to coordination of invitations and responses, preparation and distribution of materials and/or packets, virtual or physical arrangements, minutes and other recordkeeping.
  • Complete and maintain the board of directors’ portal that hosts current and historic board of directors’ documents and meeting materials. This includes ensuring the list of board of directors and TCA staff is up to date on the website and internal lists for record keeping.
  • Assist and coordinate onsite event support.
• FINANCIAL OPERATIONS – 20%
  • Enter all invoices for payment in our accounts payable system, Bill. This requires reviewing the vendor record prior to payment for a contract and W-9 and working with TCA staff to obtain (if needed) and detailed review of the invoice and understanding of the budget for coding.
  • Assist in budget monitoring and tracking.

Other duties, in support of TCA Program Areas (Communications and Branding, Research and Business Support, Transportation and Mobility and Placemaking,) as assigned.

Scope:

This is a great position with TCA: it is an opportunity to maintain a dynamic, start-up office while engaging with Tysons stakeholders! The person will report to the Director of Budget and Administration and together they support the operations of TCA. The person acts as the office manager maintaining an understanding of the supplies available and needed and the operations of office equipment. The person in this role will maintain a proactive relationship with our property management company/landlord to communicate needs and ensure completion of any improvement or fix. Importantly, the person will also be the first impression of guests, stakeholders and staff to the office and will be friendly, professional, and maintain an accurate working knowledge of the office to help with general questions received. The person also functions as the liaison with our board of directors. This requires mastery of document management and ability to communicate clearly about upcoming or past meetings and their materials. This role also supports in the receipt of invoices and contracts and ensures they are properly saved, routed, and coded, requiring attention to detail and willingness to ask questions when items are not clear.

The position reports to the Director of Budget and Administration, does not have any supervisory responsibilities, and is responsible for part of the Administrative budget for office and meeting needs.

Qualifications:

The Administrative Manager will be a professional, friendly, and resourceful individual who is excited about excellent customer service and solving day-to-day operational problems. Detail-oriented and organized, interested in working with people using proactive communication. Skilled problem solver, able to handle multiple priorities and demonstrate high productivity with minimal oversight. A high level of tact and discretion is required to handle sensitive information and to respond to a broad spectrum of stakeholders, including the Board of Directors. In addition:

• Minimum three years office management, administrative operations, or executive assistant experience
• Computer skills and proficiency with Microsoft Office Suite and Adobe
• Demonstrable clear written and verbal communication skills required
• Demonstrable attention to detail
• Familiarity with accounts payable and productivity management software

Compensation and Benefits:

We offer a starting salary range of $60,000 - 70,000, depending on experience, plus a comprehensive benefits package including 401(K), Health, Dental, Vision, Life and Disability coverage, Transit/Parking, and ample paid time off.

The responsibilities of this position call primarily for in-person presence during core hours with general flexibility and ability to work from home one day per week.

TCA is an equal opportunity employer committed to fostering diversity and inclusion in the workplace.