Full Job Description
Association Executive
Job purpose
The Executive Assistant is an exempt staff position. Reporting directly to the Association Executive, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Association Executive. The Executive Assistant also serves as a liaison to the board of directors and leadership team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Duties and responsibilities
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Association Executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
- Works closely with Association Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately, including tracking Association Executive commitments, goals, projects, tasks and deadlines.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Association Executive.
- Ensures items are effectively delegated, reprioritized, or addressed, navigating conflicting demands and time pressure.
- Serve as front line of communication for the executive offices and provide a positive experience for members and guests. Answer incoming phone calls and emails to provide information and referrals, assist visitors and provide meeting room setup.
- Confirm that attendees will be present and complete preparatory work, such as agendas and committee reports.
- Attends select meetings, take notes, capture action items, and ensure follow through.
- Drafts and edits correspondence that is often sensitive and confidential.
- Draft and proofread email with ability to take somewhat complex topics and simplify the message, in real talk.
- Research and prepare select reports and materials.
- Ensures the association meets NAR Core Standards compliance criteria annually.
- Maintains the Association Executive’s calendar; ensure his time is allocated to the highest priorities.
- Follow up on contacts made by the Association Executive; support the cultivation of ongoing relationships.
- Support Association Executive -led recruiting; onboard new team members
- Secure offsite locations and support travel logistics as needed.
- Assist with event and program logistics including preparing materials, managing registration and check-in, coordinating catering, recording attendance, and follow-up communication.
- Assist board members with conference registrations, travel arrangements, lodging, and meal planning as needed.
- Serve as main point of contact for IT, printing equipment, internet, phone, and other external vendors. Manage inventory and ordering process for office supplies, sort daily mail, and maintain office organization.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and committee matters.
Qualifications
- Bachelor’s degree preferred or combination of equivalent education and experience.
- 5-10 years of experience, including 5+ years of experience supporting executive level leaders.
- Proven ability to use outstanding interpersonal, political navigation, and communication skills to build strong relationships and negotiate challenging situations, often with senior leaders, in a friendly and professional way.
- Highly organized, and highly detail-oriented with strong project management and organization skills; able to perform and prioritize multiple tasks seamlessly.
- Expert-level verbal and written communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Displays professional and emotional maturity.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion.
- Comfortable in a high performing, fast-paced and quickly growing organization; demonstrated ability to achieve high performance goals, meet deadlines and adapt to changing circumstances.
- Highly proficient with the Microsoft Office Suite.
- Preferred experience with non-profits or association management.
Physical requirements
- Ability to walk, stand, and/or sit for long periods of time.
- Must be able to lift and carry supplies weighing up to 20 pounds.
- Ability to communicate concisely and effectively.
- Continually utilize visual acuity to operate equipment, read technical information, and/or use a keyboard.
- Occasionally required to climb, balance, bend, stoop, kneel or crawl.
Job Type: Full-time
Pay: $56,800.00 – $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Tampa, FL 33609: Reliably commute or planning to relocate before starting work (Preferred)
Education:
- Bachelor’s (Preferred)
Experience:
- executive level leader support: 5 years (Preferred)
- Microsoft Excel: 1 year (Preferred)
Work Location: One location
