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Executive Assistant to CEO for Major Business Trade Association

Major Business Trade Association seeks an experienced and highly capable Executive Assistant to support the President and CEO. Highly sought after position, that requires a high level of professionalism and discretion. Will be a part of a small, but extremely busy staff that deals with high level policy and industry issues. Outstanding opportunity for someone working on the Hill looking to transition to an Association with a congenial, tight knit group.

Should have excellent written and oral communication skills as this position will interface with high level executive staff.

Bachelor’s degree preferred. Must have at least 3 years of Executive Assistant experience, preferably on the Hill. Strong research/writing skills a must as well.
Should be willing to provide a writing sample for review.

MAJOR SKILLS:
• Team player processing initiative, strategic, maturity and leadership qualities.
• Superior verbal and written communication skills, with advanced Microsoft Office knowledge, as well as database and web design software ability.
• Highly organized and efficient, both for him/herself and the President & CEO, and able to multi-task with ease.
• Capitol Hill appointment experience, with understanding of how senior government appointments work.
• Positive outlook and results oriented.

MAJOR RESPONSIBILITIES:
• Represent President & CEO to Association Leadership, Professional Staff, members and other professional contacts in the highest professional manner.
• In the absence of the President & CEO, make responsible decisions regarding professional issues which might arise.
• Act as leader of Association Administrative Support team.
• Provide high level administrative support to the President & CEO, including:
o Manage the President & CEO’s calendar.
o Make travel arrangements for the President & CEO.
o Compose creative presentations to further Association’s mission.
o Screen all calls into the President & CEO’s office.
o Place calls for the President & CEO when necessary.
o Compose, transcribe, proof and distribute correspondence.
o Review and edit correspondence prepared by Association staff for the President & CEO’s signature.
• Author creative written documents to Association stakeholders to communicate our mission, strategy, and industry priorities, including:
o Regular communication with the Board of Directors (BOD) and Executive Committee (EC).
o Web content for the BOD exclusive webpage.
o Draft monthly President & CEO’s blog for the Association website for review, approval and publication.
o Draft columns for the President & CEO for industry publications and other areas.
o Assist the President & CEO in promoting our value to both current members and prospective members.
o Draft articles for the website and publications.
• Help the President & CEO develop the connections and resources necessary to bring together existing and new Association members to advance our mission, and enhance the industry.
• Provide high level coordination for the BOD and EC, including:
o Coordinate and prepare meeting materials, including meeting binders and name tents.
o Coordinate EC travel and scheduling in cooperation with appropriate member’s administrative support.
o Maintain BOD and EC lists.
o Manage and keep up-to-date the BOD and EC section of our website.
o Assist at BOD and EC meetings on- and off-site; assist during Annual Convention
• Coordinate with firm’s Retirement Plan Administrator on logistics for Bi-Annual Board of Trustees meetings, conference calls and webinars.
• Complete, review and submit semi-annual Lobbying Reports in cooperation with the Vice President — Operations.
• Manage conference call and webinar vendor services, including supporting and training staff, respond to challenges with services and review billing.
• Manage maintenance and upkeep of the office, including housekeeping, HVAC challenges, repairs and maintenance. Forward all landlord e-mails and communications to staff as appropriate.
• Prepare RFPs as needed, review proposals, and seek approval from President & CEO congruent with the budget.
• Manage record retention archives and database. Maintain document destruction plan consistent with approved policy and any ongoing suits or issues.
• Manage phone system, repairs, upgrades and resetting of voice mail boxes and auto attendants. Serve as back-up to Receptionist for programming of auto attendant, retrieving and re-directing voice messages in the general delivery mailbox. Serve as liaison to the phone vendor and telephone company for system upgrades.
• Back up receptionist during absences, and answer incoming calls to the office in rotation with other staff.

Send resumes to: steve@pattaylor.com

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