Executive Assistant - Part Time

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About the position

Responsibilities

  • Assist the CEO in calendar management and email support as well as meeting preparation.
  • Assist the senior staff and the Executive Committee with calendar management.
  • Make travel arrangements, including flights, hotels, conference registrations, and dinner reservations.
  • Respond to the needs of the Board of Directors and Executive Committee, including meeting notices, tracking RSVPs, and compiling meeting materials.
  • Assist senior staff with planning and organizing internal and external events, committees, and meetings.
  • Manage room rentals and oversee the classroom and annex conference room.
  • Organize and maintain governing documents for the association.
  • Assist the CEO in creating meeting materials for the Executive Committee and Board of Directors.
  • Maintain office supplies and ensure office equipment is operational.
  • Manage complex office projects in conjunction with the CEO.
  • Assist other department heads with meeting notices, RSVP tracking, and minute-taking.
  • Field calls coming into the CEO and process payroll.
  • Perform bank reconciliation and send mail as needed.
  • Assist with gathering documents for year-end taxes and place calls on past-due accounts.
  • Travel as requested and perform other duties as directed.

Requirements

  • 2-3 years of previous professional experience in an Association, non-profit, or membership organization.
  • Some accounting experience is preferable.
  • Excellent computer skills (PC or Mac) and experience with Microsoft business applications (Outlook, Word, Excel, PowerPoint), Google, Database and/or CRM software, Canva, and Adobe Acrobat.
  • Ability to problem solve and source information with attention to detail.
  • Ability to multitask, prioritize, and manage time efficiently with multiple interruptions.
  • Good communication skills—phone, email, written, and oral.
  • Experience with reporting to boards and/or committees.
  • Strong writing and editing skills.
  • Ability to organize sizable amounts of information and maintain confidentiality.
  • Experience with meeting and event planning.

Nice-to-haves

  • Experience with Canva and Adobe Acrobat.
  • Experience in a role that requires making presentations and dealing with emotional customers.

Benefits

  • Paid holidays
  • Sick time
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