The Executive Assistant provides executive support directly to the President & CEO. This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The position requires superior communication in written and oral form with all levels of the organization, particularly with executive management and the Board of Directors. A predisposition toward exceptional customer care and mastery of related competencies are essential in this service role which represents the executive office to all stakeholders. Also required are strong analytical and problem-solving skills, sound judgement and reasoning, along with the ability to multi-task, provide precise follow-up, and frequently switch gears to reprioritize demands.
Duties and Responsibilities
President & CEO Support:
Act as the primary interface between the President & CEO and all internal/external stakeholders. Assess, comprehend, and manage myriad demands for the time/attention of the President & CEO to successful execution (speaking, writing, calendar time, media, testimony, etc.).
Manage President and CEO’s schedule as a gatekeeper to ensure best optimization of time and stakeholder needs.
Prepare and edit reports and presentations for President & CEO.
Compose and edit written correspondence for President & CEO.
Compile and analyze data for special projects as needed.
Maintain file system and identify new methods and techniques for efficient data management.
Process frequent domestic and international travel arrangements and manage a complex calendar and handle numerous, last-minute scheduling adjustments.
Coordinate on- and off-site meetings, arrange conference calls and prepare a variety of meeting materials.
Ensure expenses are properly recorded and expense reports are submitted in a timely and accurate manner.
Occasionally act as personal assistant in addition to the customary Executive Assistant responsibilities.
Direct the board meeting preparation process, collaborating and coordinating with appropriate staff members (event planner and senior staff) on site selection, event and documents timelines, agendas, materials, programs, and logistics for all board and committee meetings.
Manage onsite aspects of board meetings onsite (e.g., meeting rooms, AV, set up and accommodations).
Manage the annual Officer and Director Nominations process.
Manage the annual update of materials and logistics for the New Director Orientation.
Prepare minutes for all board and executive committee meetings.
Provide administrative support to the Board chair and board members that includes scheduling and travel arrangements.
Maintain up-to-date profile of board members, including committee composition.
Maintain Board Policies & Procedures, recommending new governance guidelines as appropriate.
Highly collaborative style. Sincere commitment to working with staff, board members, association members, volunteers, and vendors.
Possess a passion for details and ensuring high levels of quality in all work.
Seamlessly works with all cross-functional team members and empowers the President and CEO to maximize efficiency and effectiveness with all stakeholders.
Maintains confidentiality with unquestionable integrity.
Excellent written communication skills are essential.
Ability to think strategically; proactively identify issues and generate recommendations.
Excellent organizational skills and attention to detail; ability to handle multiple tasks simultaneously and balance competing priorities.
Innate curiosity and drive for continuous learning and improvement.
Takes professional pride and satisfaction in performing this essential function for the President & CEO, the Board and the Association.
Humble, discreet and service-oriented. And fun!
Bachelor’s degree required.
Minimum 5-7 years association experience.
High proficiency in MS Office software.
Familiarity with online tools for volunteer, document and meeting management preferred (e.g., Zoom, MS Teams| Survey Monkey | DropBox | Evite | Portals such as OnBoard, Diligent, etc.).
Founded in 1936, NAMA is the association representing the $31 billion US convenience services industry. With more than 1000-member companies — including many of the world’s most recognized brands — NAMA provides advocacy, education and research for its membership. We are searching for a Membership Coordinator. If you are an energetic and upbeat person and enjoy collaboration and working with high performers, we want you on our team! NAMA -great values, excellent benefits, wonderful members and amazing employees!