Executive Assistant (EA) to the President & CEO and Director of Board Administration
Household & Commercial Products Association
Location: Washington, D.C.
Type: Full Time
Under the direction of the President & CEO, this position is responsible for the day-to-day operation of the President’s office.
Essential Duties and Responsibilities
The Executive Assistant (EA) and Director of Board Administration will be responsible for overseeing the day-to-day operation of the Office of the President & CEO. In addition, the position will have a broad range of responsibilities including, but not limited to, the following duties:
Enter all expenses in Tallie Accounting System once a month for President & CEO.
Maintain the President & CEO calendar.
Manage President & CEO’s travel.
Prepare Trip Folders for upcoming travel.
Print a new daily and monthly calendar at the end of every day for the President & CEO.
Open all mail and distribute to appropriate HCPA staff.
Prepare schedules for the President & CEO, Chair, and Incoming Chair for the Annual Meeting.
Provide registration support during the Mid-Year and Annual Meetings.
Prepare draft agendas for the Senior Management Team (SMT) once a week meeting unless the President & CEO is traveling. Contact the senior staff members two days prior to meeting to get agenda items. Send draft agenda to President & CEO before distributing to SMT.
Maintains and updates the rosters for the Division Executive Boards (check with the staff liaison for updates).
Maintains and updates the Staff Telephone listing.
Executive & Finance Committee (E&F) and Board of Director Meetings Responsibilities
There are three Executive & Finance and Board meetings a year in May, September, and December.
It is the responsibility of the EA to assemble the E&F and Board Briefing Books for upcoming meetings. Distribution to Board is made through email with a link and password.
It is the responsibility of the EA to prepare draft agendas for each of the Executive & Finance (E&F) and Board of Director Meetings, (May (Mid-Year Conference), September (usually a conference call), and December (Annual Meeting).
It is the responsibility of the EA to take Minutes during the both the E&F and Board meetings.
Maintain/Update the Executive & Finance (E&F) and Board rosters.
Maintain/Update E&F and Board Distribution List in Contacts for President & CEO and EA.
Following the Board meeting in December, update the Board roster with the new members of the Board and the officers.
Each January, provide dates/times to new Board members for orientation. If possible, have orientation take place prior to first board meeting in May. The following HCPA staff participate in orientation President & CEO and SMT.
Nominating Committee Responsibilities
It is the responsibility of the EA, at the beginning of the year to compose a memo detailing the nominating process and set up a conference call with the new Chair and the President & CEO to discuss the number of open Board seats, Nominating Committee members, and Board members up for re-election.
Once the Committee members have been selected, the EA drafts an email to the potential members from the Chair to ask if they would like to serve on the Committee
Once the Committee is established, the EA compose and send an email to the membership (either August or September) announcing the number of vacant board seats available for the year. Along with the email, attach the nominating form.
It is the responsibility of the EA to assemble a Nominating Committee Briefing, which includes the nomination form and bio on each candidate. The EA sets up conference call to discuss the nominees with the Nominating Committee, the President & CEO, and the Chair.
Education and Qualification Requirements
Bachelor’s degree required, unless the individual has on-the-job experience working with senior level leadership.
Five to 10 years of experience working with the President & CEO of an Association or company.
Polished professional able to interact with staff members, association members, and Board of Directors.
Knowledge, Skills, and Abilities
Must have excellent writing and communication skills.
Must have demonstrated ability to organize large projects.
Strong interpersonal skills (communication, teamwork) and personal effectiveness skills (decision making, time management).
Works well in a team or independently when necessary.
Self-starter with the ability to work in a fast-paced office environment.
Must be flexible and able to manage multiple responsibilities.
Proficient with MS Word, knowledge of PowerPoint and Excel.
The Household & Commercial Products Association (HCPA) is a Washington, DC-based trade association, representing companies that manufacture and sell $180 billion annually of trusted and familiar products used for cleaning, protecting, maintaining, and disinfecting homes and commercial environments. HCPA member companies employ 200,000 people in the U.S. whose work helps consumers and workers to create cleaner, healthier and more productive lives.