Executive Assistant

Main office
Full time
Fairfax, VA (in-person at the office job)
Dec 13, 2022

Role Summary


At PAMA we are looking for a responsible Executive Assistant to perform a variety of administrative and clerical tasks. Duties of the Executive Assistant include providing support to our managers and employees, assisting in daily office needs and managing organization’s general administrative activities.

Executive Assistant responsibilities include:

  • Handling administrative requests and queries from Executive Director
  • Organizing and scheduling appointments 
  • Planning meetings and taking detailed minutes
  • Manage donations using a CRM
  • Manage members
  • Manage and update email and mailing lists

Key Responsibilities and Duties

  • Answer and direct phone calls
  • Organize and schedule appointments
  • Plan meetings and take detailed minutes
  • Write and distribute email, correspondence memos, letters and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Order office supplies and research new deals and suppliers
  • Maintain email and mailing lists
  • Book travel arrangements
  • Submit and reconcile expense reports
  • Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

Minimum qualifications

  • Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
  • Knowledge of office management systems and procedures
  • Knowledge of donor management systems and CRM is a major plus
  • Working knowledge of office equipment
  • Proficiency in MS Office or Google Workspace 
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • Qualification as an Administrative assistant or Secretary will be a plus


  • Paid time off
  • On the job training
  • Federal and state holidays time off*


Send resume and cover letter to



All qualified applicants will receive consideration for employment without regard to race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status) , language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.