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Executive Assistant

POSITION SUMMARY:  The Executive Assistant provides high-level administrative support for all activities related to the VP, Special Events, Executive Vice President (EVP), Chapter Growth & Development and Manager, Office of the President & Board Relations.

Qualifications Required:

  • BA/BS degree or relevant experience
  • 5 yrs of clerical support experience
  • 2 years providing clerical support to senior level staff
  • Excellent Written and Verbal Communication Skills
  • Proficiency in Microsoft Office (Word, Excel and PowerPoint)
  • Must be able to work autonomously and multi-task projects
  • Self-motivated, organizational skills, and the ability to prioritize and meet deadlines

Key Competencies

  • Communication Proficiency
  • Time Management
  • Collaboration Skills
  • Flexibility
  • Technical Capacity
  • Stress Management/Composure
  • Attention to Detail

Essential Functions & Responsibilities:

Special Events/Chapter Growth and Development Support:

  • Schedule meetings, conference calls and video webinars; prepare agendas, assisting with venue/location selection, arranging for food, etc, as directed by the VP, Special Events
  • Handle logistics for quarterly in-person meetings of field Vice President’s
  • Coordinate the Annual Executive Director’s Meeting, Chapter Board Presidents Summit and Special Events Training; (i.e. agenda, scheduling, transportation and all meeting accommodations)
  • Manage the board portal database for Chapter Board Presidents and Executive Directors
  • Provide support for the Volunteer Development Trainings Coordinate and secure facilitators for bi-weekly field calls (buzz calls)
  • Prepare correspondence to be disseminated to Chapter Board Presidents and Chapter Boards on a monthly basis (dashboards and volunteer newsletter)
  • Responsible for reconciling financial transactions for the EVP
  • Other duties as assigned by  VP, Special Events

Executive Office Support:

  • Arrange corporate travel, develop itineraries, agendas and other supporting materials; schedule and book all transportation; and arrange lodging and meeting accommodations for the Chief Executive Officer (CEO)/President
  • Schedule meetings, conference calls and video webinars; prepare agendas, assisting with venue/location selection, arranging for food, local travel, etc
  • Aid with the logistical planning of executive team retreats
  • Coordinate and manage the scheduling of meetings and the CEO/President calendar
  • Provide clerical support and assistance with National Board of Trustees meetings
  • Responsible for reconciling financial transactions for the CEO/President
  • Answer and triage incoming phone call for the CEO/President
  • Distribute weekly CEO/President newsletter
  • Assist with special projects as directed by the Manager, Office of the President & Board Relations 
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