We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide comprehensive support to our President & CEO and the extended Executive Leadership Team.
Requirements
- Provide direct administrative support to the President & CEO and support for the extended Executive Leadership Team.
- Maintain strict confidentiality with sensitive information, handling of sensitive documents, and communications.
- Manage executive calendars, schedules, and correspondence.
- Coordinate and schedule internal and external meetings for the President & CEO and extended leadership (leadership training, offsite strategy meetings, etc.).
- As assigned, serve as the primary point of contact between the President & CEO and Alliance Membership.
- Draft, edit, proofread, and distribute correspondence and presentations for Executives – minimal.
- Process executive expense reports and assist with general administrative tasks (scheduling, document preparation, data entry, travel arrangements).
- Assist the President & CEO in executing special projects or strategic initiatives.
- Plan and manage events, including venue selection, reviewing contracts, F&B, A/V needs, and onsite and off-site activities coordination and execution.
- Organize Membership and Board Meetings, including agenda template creation, all logistics, and building out Diligent One (Board software) agenda with presentations.
- Manage and oversee travel for Board and Member Meetings for all Members/BoD, and staff (flights, transportation, accommodations, itineraries).
- Maintain an efficient and well-organized office environment.
- Answer incoming calls for the office main line.
- Monitor, manage, and order/purchase office supplies, equipment, and inventory.
- Coordinate onsite and offsite meals for staff meetings as necessary.
- Validate parking for visitors.
- Coordinate basic maintenance and vendor support as needed.
- Collect and distribute mail.
- Serve as a notary for the office.
- Assist the CFO with basic financial processes/AP (payment of sponsorships, membership dues, and subscriptions for the organization).
- Manage and approve monthly credit card reconciliations for all company credit cards, making deposits, and check runs.
- Assist in preparing annual audit reports/documentation and other finance-related tasks as needed.
- Track membership expenses for annual review.
- Prepare and file all state annual reports and filings.
Benefits
- Salary commensurate with experience
- Comprehensive benefits package
- Lifestyle Spending Account
- Paid Time Off
- Paid Holidays
