Executive Administrative Assistant - ROCS Grad Staffing : Job Details

Position Summary

The position provides administrative support to the senior team, exercising good judgment in a variety of situations. This role requires strong written and verbal communication skills, exceptional administrative, organizational, and people skills, and the ability to balance multiple priorities. The Senior Administrative Assistant must work independently on projects from conception to completion, and under pressure, handling a wide range of activities and confidential matters with discretion.

Essential Functions

• Provide administrative support on a variety of tasks, including handling sensitive, confidential, and non-routine information.
• Perform administrative duties such as taking minutes, managing calendars, completing monthly expense reports, drafting, proofreading, and managing correspondence.
• Arrange travel, itineraries, agendas, and compile documents for travel-related meetings.
• Maintain strong relationships across the organization while exercising judgment and discretion.
• Serve as a backup to the Executive Office and Board Governance Manager, supporting the President & CEO and Board of Directors, and as a backup administrator for the board portal.
• Assist with logistics for meetings involving the Executive Office or Senior Team.

Committee Liaison

• Serve as the primary administrative point of contact for several committees, including Finance and Audit Review Committee (FARC), Retirement Plan Advisory Committee (RPAC), Membership Committee, Non-Dues Revenue Committee, and IT Subcommittee.
• Draft correspondence on behalf of Committee chairs and communicate effectively with executive assistants of Committee members.
• Take minutes at committee meetings and track action items for follow-up.
• Organize, track, and safeguard all files and correspondence related to committees. Ensure governance matters are handled smoothly in line with bylaws.
• Archive resolutions, agendas, historical committee information, and update committee materials in the board portal.
• Prepare documents for committee meetings, track documents reviewed by legal counsel, and support onboarding of new Committee members.

Other Duties

• Work on logistics and documentation for the company Annual Business Meeting.
• Assist with annual Code of Conduct and Form 990 distribution and collection.
• Serve as a DocuSign user on behalf of the Senior Team.
• Assist with PowerPoint layout and formatting.
• Process member updates and contact information in Fonteva.
• Update project management systems (e.g., Asana) and provide reports for Board of Directors meetings.
• Ensure proper submission of expense reports.
• Travel to Board meetings and other events as required.
• Serve as a Notary Public.
• Assist with special projects as needed.
• Perform other duties as assigned to support the Executive Office, Senior Team, and organization members.

Requirements:

• Associate's degree required.
• Minimum of five years of experience supporting executives, preferably in a trade association or non-profit organization.
• Familiarity with taking corporate minutes.
• Strong customer service skills (internal and external).
• Experience with meetings, including management of associated details and expenses.
• Excellent time management, organizational skills, and attention to detail.
• Ability to prioritize and manage multiple complex projects under tight deadlines.
• Strong interpersonal skills to handle a variety of issues tactfully.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
• Prolonged periods sitting at a desk and working on a computer.
• Prolonged periods of standing and extensive walking during conferences and meetings.
• Ability to lift up to 30 lbs.
• Travel out of town up to 5% of the year to support conferences, events, and meetings.