Executive Assistant

The Executive Assistant provides support to the President and Executive Team Members. The Executive Assistant serves as the primary point of contact on all matters pertaining to this position. The Executive Assistant also serves as a liaison to the Executive Team and organizes, coordinates, and participates in support activities and special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, analytical skills and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently as well as collaboratively as required as a team member on special projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion and professionalism.

PRINCIPAL DUTIES AND JOB RESPONSIBILITIES:

• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that may include confidential information; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

• Plans, coordinates and ensures the schedules are followed and respected. Provides "gatekeeper" and "gateway" role, knowing when to facilitate access to the executives or to when to delegate meetings and communications to other association staff.

• Communicates directly, and on behalf of the executives, with leadership, members, staff, and others

• Independently coordinates all aspects of meetings including scheduling, sending calendar appointments, booking conference rooms, compiling materials, preparing agendas and content, ordering food, and other duties as needed.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Manage special projects including drafting of correspondence, mass emails and other tasks.

• Pursues, sets up and tracks introductory calls with key influencers, new CEOs, member executives and prospective clients; maintains cordial and responsive relationships with counterparts and senior level executives.

• Assists in preparation of presentations for company updates, Board of Directors meetings, public speaking engagements and other related matters.

• Assists in gathering KPI's for the organization from key leadership members so as to assist in monitoring performance of the organization.

• Assists in supporting client needs that require the attention of the President, using organizational resources when necessary.

• Provides assistance/support to other members of the Executive Team as time permits.

Physical Demands:

While performing the duties of this job, the employee is regularly required to stand, walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must regularly lift and/or move up to 5 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Ability to perform the essential functions of the job with or without reasonable accommodation.

Working Conditions:

General office environment. Work is generally sedentary in nature but may require standing and walking for up to 10% of the time. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

• All MOI hires are contingent upon successfully passing a background check and drug screen. *