General Information

Location: Falls Church, VA

Organization: FDANews

Job Type: Full Time - Regular

Description and Requirements

SUMMARY OF POSITION: TheAdministrative Assistant/Office Manager is responsible for making sure all MI&I employees have a productive working environment, working equipment, and proper office supplies. This role provides bookkeeping support by processing accounts payable, preparing daily sales and cash reports, preparing monthly commission reports and collecting accounts receivable. Additionally, this role provides daily administrative support to the Market Intelligence & Insights (MI&I) President.


Bachelor’s degree or equivalent experience.


  • 5+ years of experience in an office, supporting a high-level executive (e.g. president, CEO).
  • Must have advanced knowledge in Microsoft Word, Excel, Outlook, and possibly Access.
  • Previous travel planning and events planning experience is required.
  • Key attributes for this position include a history of low absenteeism, flexibility, and good attitude.
  • Unwavering in managing confidential matters professionally.
  • Will rely on experience and judgment to plan and accomplish goals. Individual must possess the ability to work independently and responsibly.
  • Ability to multi-task; work in stressful situations; and meet strict deadlines.
  • Must have excellent communication skills, both verbal and written, and possess attention to detail.
  • Ability to proof-read and detect errors in typing, spelling, grammar, syntax and punctuation is required.

ESSENTIAL DUTIES/RESPONSIBILITIES: To perform this job successfully, an individual must be able to

perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required.

Office Management:

  • Inventory and place orders for office supplies and equipment staying within budget.
  • Prepare monthly inventory report of letterhead, renewal notices, and envelopes.
  • Handle repair and maintenance calls for postage machine, folder inserter, copiers, etc.
  • Maintain vending machines, place orders for coffee and supplies staying within budget.
  • Work with building manager to ensure office is maintained as needed.
  • Work with construction companies on any building improvements.
  • Serve as primary point of contact on all areas of IT support and coordinate between WCG and local

IT support services:

Executive Support:

  • Manage correspondence generated by the MI&I President. Produce or oversee the production of letters, e-mails, memos, meeting notices, reports, schedules and other documents from rough drafts, notes or transcription; take and transcribe meeting minutes; gather information and finalize meeting agendas.
  • Provide administrative support to the MI&I President daily; prepare background information in preparation for professional commitments; keep executive calendars, including determining priority of follow-up items; make travel arrangements; oversee and/or coordinate arrangements for meetings; anticipate needs of the MI&I President; screen, prioritize and distribute calls, mail, and emails.

Administrative/Financial Support:

  • Prepare and distribute the sales and cash reports each morning.
  • Process accounts payable for FDAnews/CenterWatch that are 100% accurate and make sure all bills are paid on time.
  • Update and distribute the MI&I employee directory with employee new hires and terminations.
  • Coordinate travel for FDAnews staff, including utilizing American Express rewards and other discounts payroll for accuracy.
  • Provide secretarial support to other members of senior management team as needed.
  • Arrange catering for staff events.
  • Distribute PTO/Travel report weekly.
  • Route contracts through division to ensure timely and thorough completion.
  • Other duties as assigned by supervisor. These may, on occasion, be unrelated to the position described here.