Email Opening Title Executive Assistant  Category Internal Audit   Description NeighborWorks America: Working Together for Stronger Communities Purpose of Division The mission of the Internal Audit department is to provide independent, objective assurance designed to add value and improve the organization's operations. It helps the corporation accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control, and governance processes. The scope of work of the Internal Audit department is to determine whether the corporation’s network of risk management, control, and governance processes, as designed and represented by management, is adequate and functioning in the prescribed manner. Position Summary Reporting to the Chief Audit Executive (“CAE”), this position provides coordinating and administrative support in the scheduling, logistics and information flow of internal audit projects and activities. Close Date: Posting closes at 12:01am (EST) on the date listed below (the night before at 11:59pm EST). Essential Responsibilities: General Administrative Duties Conduct calendar management of the CAE making discretionary decisions regarding scheduling and re-scheduling. Works closely with team of internal auditors and consultants in developing, designing and implementing administrative management procedures to meet needs of the departmental staff in respect of project logistics, timelines and other activities. Perform a range of office administrative duties within a highly confidential area, including but not limited to: on-site and off-site meetings, tele-conferences, staff meetings and presentations, agenda development, copying, scanning, scheduling, travel arrangements, ordering supplies and meeting planning support. Arrangement of meeting logistics (audio visual, room set up, special accommodations, etc.) Sending reminders and tracking completion to ensure ongoing compliance. Streamline IA processes by creating templates for the IA office. Update department manuals as needed. Serves as liaison and central point of information for the team, department and external sources. Prepare and track CAE’s travel and expense reports. Board/Committee functions: Interact with Board and Committee members and staffers. Provide support for Audit Committee meetings by coordinating Prep Meetings with management staff and preparing internal timeline for document submission. Assist Internal Audit staff in the preparation of the Audit Committee Binder for Board/Committee meetings. Submit and track board approved reports for redaction and website publishing Assess the need for orientation with new first-time directors. Risk Assessment support: Provide support to auditing activities such as the Interim Risk Assessment, Annual Risk Assessment and other ad-hoc risk assessment activities. Budget Support CAE in the preparation, monitoring, and submitting budget submissions and reallocations within the deadline, providing interim budget-to-actual reports, processing invoices, credit card reconciliation, and managing subscription and software renewal Departmental purchases Initiate purchase order requests and prepare Task Orders including the monitoring and preparation of invoices for payment. Prepare and monitor various contractual commitments associated with consultant/contractor support. Assist with Consultants’ staffing needs by ensuring that the hiring process follows procurement guidelines; provide feedback and maintain relationships with agencies/individuals for future projects. Act as the purchase card holder, ensure that purchases are made per corporate policies and procedures, and prepare and submit reconciliation in a timely manner. Training Track and maintain records of CPE’s, professional memberships, and training events for each Audit staff. Research and present training opportunities to IA staff towards the development of an internal audit training plan. Audit Planning, Fieldwork & Exit Conferences: Assist in the scheduling, notification and tracking of audit projects/activities, responses, and documentation received from program offices; provide support for Audit Projects in accordance with the Audit Timeline and Standard Operating Procedures (SOP). Assists in planning and prioritization of the team – by tracking commitment, report deadlines and services provided. Prepare, as well as, provide proofreading/editing support for a variety of materials, including audit reports, letters, memoranda, Request for Proposals, and spreadsheets for internal and external distribution. Assists with the development of materials for presentations, meetings and projects. Perform data analysis using excel spreadsheets, troubleshooting and identifying data anomalies; use various techniques for data gathering with guidance. Undertake research on current operational best practices and trends. Complete research projects related to guidance for auditing activities from regulatory agencies as needed. Provide a bridge for smooth communication between the CAE and internal departments, demonstrating leadership to maintain credibility, trust and support with senior leadership team members. Act as SharePoint Administrator. Maintain IA’s internet presence using SharePoint on InsideNW and the Board site. Facilitate use of document library by IA staff and give instructions on usage. Responsible for management of correspondence and maintenance of files (online, onsite and offsite) with respect to NeighborWorks America Records and Retention Policy. Complete administrative and other job related duties as assigned. Nature of Work Contacts: Officers of the Corporation Senior Management NeighborWorks® America staff for meeting coordination and follow up Board staff support and other committees, advisory groups to gather information and assemble reports Vendors and Consultants Fiscal Responsibilities: Prescribed by the Delegation of Authority. Monitoring of divisional operations budget. Preparing of invoices for payment and tracking of payments.   Position Requirements Required Minimum Qualifications: (a) Education: Associate degree (b) Experience: 5-7 years in progressively responsible professional positions or combination of training, education and experience (c) Licenses, Certifications: (d) Competencies, Knowledge, Skills & Abilities: Excellent written and oral communication skills. Demonstrated writing, editing, and proofreading experience. Must have strong organizational skills demonstrated across a range of administrative processes and procedures, and the ability to prioritize multiple competing tasks seamlessly and with excellent attention to detail. Ability to multi-task and work with minimal supervision. Must have a proven ability to maintain confidentiality and manage sensitive data and information. Documented ability to adapt to changes in the work environment, manage competing demands and ability to deal with frequent change, delays, or unexpected events. Strong interpersonal/customer service skills, with the ability to establish and maintain effective working relationship with others, and successfully interact with people at all management and support levels, as well as with people of diverse socio-economic backgrounds Ability to design and maintain effective record keeping systems. Experience working on budgets preferred. Ability to adjust to changing work priorities. Must have basic invoicing/billing processing experience. (e) NeighborWorks America Staff are expected to demonstrate excellence in the following: Sensitivity to racial, gender, sexual orientation and cultural differences Effective, respectful, and timely communications with internal and external stakeholders Listening effectively, seeks and accepts feedback Effective team work Analytic, thoughtful and strategic thinking Considering the mission, objectives, and goals of NeighborWorks and demonstrating an understanding of the impact of her/his/their decisions and behavior on the organization (f) Technology: MS Office proficiency required Preferred Qualifications: SharePoint experience; NetSuite experience; UltiPro experience Working Conditions: (a) Travel: 10% or less (b) Physical/Sensory Demands: Extensive computer usage, fast paced work environment Special Provisions: None specifie   Duration Continuous   Salary Range   Division Internal Audit   Department Internal Audit   Travel up to 10% or less   Working Conditions Extensive computer usage, fast paced work environment   Close Date 4/26/2019   Location CORPORATE HEADQUARTERS: District of Columbia Office   EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.   This position is currently not accepting applications. To search for an open position, please go to http://NeighborWorksAmerica.appone.com WE ALSO RECOMMEND Other Jobs Within Same Category -- None found -- Other Jobs Within 60 Miles Sr. Manager, Human Resources Business Partner (HRBP) in Washington, District of Columbia Posted on: 4/19/2024 [Apply Now]

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