National Automatic Merchandising Association - Arlington, VA
posted about 2 months ago
The Executive Assistant provides executive support directly to the President & CEO and supplemental support for other members of NAMA's executive staff. This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO. The position requires superior communication in written and oral form with all levels of the organization, particularly with the Board of Directors, key donors and supporters, public officials, and NAMA staff. A predisposition toward exceptional customer care, process, project and relationship management, and mastery of related competencies are essential in this service role which represents NAMA's executive leadership to all stakeholders. Required capabilities also include a mastery of diplomacy, discretion, 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. In terms of responsibilities, the Executive Assistant will act as the primary interface between the President & CEO and all internal/external stakeholders. This includes assessing, comprehending, and managing myriad demands for the time/attention of the President & CEO to ensure successful execution of tasks such as speaking engagements, writing, calendar management, media interactions, and testimony. The role also involves coordinating the President and CEO's schedule to ensure optimization of time and stakeholder needs, preparing and editing reports and presentations, composing and editing written correspondence, and compiling and analyzing data for special projects as needed. Additionally, the Executive Assistant will maintain a file system and identify new methods and techniques for efficient data management, process frequent domestic and international travel arrangements, manage a complex calendar, and handle numerous last-minute scheduling adjustments. The Executive Assistant will also manage arrangements for meetings with NAMA's members and key donors, including scheduling, travel arrangements for executive staff, creation of presentation materials, follow-up actions, and execution of all related communications. Support for NAMA's operational planning and budgeting processes will also be part of the role, including meeting scheduling, document preparation, and notes/minutes preparation. For the Board of Directors, the Executive Assistant will direct the board meeting preparation process, collaborating and coordinating with appropriate staff members on meeting site selection, event and documents timelines, agendas, materials, programs, and logistics for all board and committee meetings. This includes managing onsite aspects of board meetings, the annual Officer and Director Nominations process, and the annual update of materials and logistics for the New Director Orientation. The Executive Assistant will also manage the Board portal, prepare minutes for all board and executive committee meetings, and provide administrative support to the board chair and board members as needed. Maintaining an up-to-date profile of board members and Board Policies & Procedures will also be essential.