Administrative Aide

American Public Power Association - Arlington, VA

Full-time - Mid Level

Hybrid - Arlington, VA

About the position

The Senior Administrative Assistant at the American Public Power Association (APPA) provides essential administrative support to the senior team, ensuring smooth operations and effective communication within the organization. This role requires strong organizational skills, the ability to manage multiple priorities, and discretion in handling confidential information. The position is hybrid, requiring in-office presence in the Washington, DC area at least two to three days a week, with a focus on supporting various committees and executive functions.

Responsibilities

• Provide administrative support to the Senior Team, including handling sensitive and confidential information.
• Take minutes and manage calendars for the senior team and assigned committees.
• Complete monthly expense reports and draft, proofread, and manage correspondence.
• Arrange travel, itineraries, and agendas for the senior team and committees.
• Serve as back-up to the Executive Office and Board Governance Manager.
• Act as the primary administrative point of contact for several committees, maintaining communication between committees and APPA staff.
• Draft correspondence on behalf of Committee chairs for presentation to the Board of Directors.
• Track action items from Committee meetings and ensure follow-up.
• Organize and maintain files and correspondence related to governance matters.
• Assist with onboarding new Committee members and orientation sessions.
• Support logistics and documentation for the APPA Annual Business meeting.
• Process member updates and manage contact information in Fonteva.
• Update project management systems and provide reports for Board meetings.
• Serve as an APPA Notary Public.

Requirements

• Associates degree required; Bachelor's degree preferred.
• 5 or more years of experience supporting executives, preferably in a trade association or non-profit organization.
• Familiarity with taking corporate minutes.
• Exceptional internal and external customer service skills.
• Experience supporting meetings, including management of associated details and expenses.
• Well-organized and self-directed with exceptional time management skills and attention to detail.
• Ability to work under tight deadlines and manage multiple complex projects efficiently.
• Positive attitude and ability to handle various issues with tact and courtesy.
• Excellent oral and written communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.

Nice-to-haves

• Experience with cloud-based corporate board portals.