Executive Assistant to the President & CEO

National Automatic Merchandising Association - Arlington, VA

Full-time

Arlington, VA

Professional, Scientific, and Technical Services

About the position

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.

Responsibilities

• 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.
• Coordinate the President and CEO's schedule to ensure optimization of time and stakeholder needs.
• Prepare and edit reports and presentations for the President & CEO.
• Compose and edit written correspondence for the 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, manage a complex calendar, and handle numerous last-minute scheduling adjustments.
• Coordinate on- and off-site meetings, arrange video/conference calls and prepare a variety of meeting materials.
• Prepare budgets for the Executive Office, the Board of Directors and other relevant functional lines under Executive Office administration.
• 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.
• 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.
• Provide support for NAMA's operational planning and budgeting processes including meeting scheduling, document preparation, notes/minutes preparation, and other duties as assigned.
• 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.
• Manage onsite aspects of board meetings (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.
• Manage the Board portal (e.g., update dashboard, meeting dates, upload meeting materials, etc.).
• Prepare minutes for all board and executive committee meetings.
• Provide administrative support to the board chair and board members related to scheduling and travel arrangements.
• Maintain up-to-date profile of board members, including committee composition.
• Maintain Board Policies & Procedures, suggesting changes to NAMA governance guidelines as appropriate.

Requirements

• 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, stakeholder portals such as OnBoard, etc.).
• Excellent written communication skills are essential.
• Excellent organizational skills and attention to detail; ability to handle multiple tasks simultaneously and balance competing priorities.

Nice-to-haves

• Highly collaborative style.
• Sincere commitment to working with staff, board members, association members, volunteers, and vendors.
• Demonstrated mastery of enabling and supporting the success of others through their role.
• Passion and satisfaction in playing a supporting role in the work of the organization.
• Strictly avoids the misuse of their position or the power of those s/he represents to achieve goals.
• Possesses a passion for details and for ensuring high levels of quality in all work.
• Seamlessly works with all team members to maximize cross-functional efficiency and effectiveness.
• Maintains confidentiality with unquestionable integrity.
• Ability to think and do—proactively identify issues, generate recommendations, and implement solutions.
• Innate curiosity and drive for continuous learning and improvement.
• Takes professional pride and satisfaction in performing this essential function for the President & CEO, Executive Staff, the Board and the Association.
• Humble, discreet and service-oriented.