Executive Assistant - Part Time

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