About the Role
The Executive Assistant provides direct administrative support to the Chief Executive Officer (CEO) and Board of Directors (BoD). S/he serves as the primary point of contact for internal and external stakeholders and as the liaison to the BoD, members, and allied organizations. S/he must, at all times, represent the CEO with poise and professionalism.


Essential Duties & Responsibilities
Supporting Chief Executive Officer (30% of effort)
  • Coordinates catering for meetings scheduled by Executive Office with help of internal Meetings Department
  • Manages all meeting needs for Executive Office – schedules conference calls and meetings, prepares agendas, takes minutes and follows up on action items
  • Acts as liaison with Senior Leadership Team (SLT) for meetings, KPIs, and Board Action Items
  • Provides support for Local Section meetings, school visits, business development efforts, etc.
  • Prepares and submits CEO’s expense reports and invoices to be paid
  • Conducts research, compiles data, and prepares papers for consideration and presentation by CEO
  • Assists with booking travel, when needed
  • Assists with special projects and various administrative duties as requested

Supporting Board of Directors (65% of effort)
  • Provides administrative support to the President, President-Elect, and Vice President
  • Serves as liaison to BoD for general communications, inquiries, and scheduling
  • Assists CEO with agenda setting and material preparation for Board and related meetings
  • Prepares Board books, agendas, and presentations for BoD meetings
  • In coordination with CEO and Board President, ensures proper follow up on action items following meetings
  • Develops and distributes Board related correspondence
  • Maintains online Board community and keeps updated with relevant materials and dates
  • Oversees key processes including evaluations, nominations, and election processes

General Office Support (5% of effort)
  • Maintains pantry near CEO’s office
  • Maintains records in database
  • Provides clerical support to other departments, as needed


Qualifications
Education & Experience
  • Bachelor’s degree preferred although experience will be considered in lieu of degree
  • Required:
    • At least 5 years of administrative experience, prefer 10 years related experience
    • Previous experience working in an association or non-profit organization
    • Extensive knowledge of Microsoft products (primarily Outlook, Work, Excel, PowerPoint)
  • Strongly Preferred: hands on experience working with an Association Management System (AMS) or other type of database

To Truly Excel, You Will
  • Have exemplary attention to detail and a customer service focused mindset
  • Be able to handle confidential information and use discretion when necessary
  • Be able to communicate and work with employees at all levels
  • Exhibit excellent organization and communication skills
  • Demonstrate flexibility and adaptability in your work style to better respond to multiple requests/tasks, shifting priorities, and informational needs
  • Be team-oriented and able to share information, goals, opportunities, and successes with the appropriate parties
  • Be a self-starter who works independently
  • Think outside the box and look for creative ways to take action

Some travel required (Board meetings and conference attendance)

Department: Executive Office
This is a non-management position
This is a full time position

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