Executive Assistant Job at School Nutrition Association in Arlington

Position Description

The position reports to the Chief of Staff (COS) and provides administrative support to the CEO and Chief of Staff (COS), managing their schedules and correspondence and ensuring tasks are completed efficiently. They work closely with the CEO and COS to keep them informed of upcoming commitments, anticipate their needs, and coordinate project tracking for the Governance & Strategy Center.

Position Responsibilities

Support to CEO and COS

• Completes a broad variety of administrative tasks including managing appointments; completing expense reports; composing and preparing correspondences that are sometimes confidential; arranging travel plans, itineraries, and agendas; drafting documents for meetings; providing support for meetings; and compiling various lists and reports.
• Works closely and effectively with the CEO and COS to keep them well informed of upcoming commitments and responsibilities, following up appropriately and ensuring related tasks are tracked, this includes anticipating the need for speeches, remarks and presentations, etc. and proactively assisting with drafting materials as needed.
• Manages CEO and COSs schedule on a day-to day basis including proactive monitoring for and resolving conflicts and capturing key takeaways and action items from meetings, ensuring that follow-up actions are tracked and completed.
• Supports the CEO and or SNA President at conferences and meetings, as assigned, by monitoring and coordinating the on-site schedule for the CEO and/or President and ensuring meetings, presentations, promotional activities, and other onsite engagements are kept on track.
• Coordinates VIP seating at the Annual National Conference.
• Prepare the CEO for all meetings and on-site interactions by providing relevant materials, briefing notes, and background information on meeting participants and topics.
• Coordinates project tracking for the CEO and Governance & Strategy Center.

Governance Support

• Assists the CEO in scheduling and preparing communications for SNA leadership to attend multiple conferences and meetings throughout the year, including developing schedules, sending calendar invitations and tracking housing for the Executive Committee and Board members.
• Drafts and sends correspondence to the Board, provides logistical support for in-person Board activities (e.g., finding dinner locations, coordinating Board gifts, etc.), and assists with coordinating materials for Board meetings.
• Develops and maintains monthly SNA Leadership calendar and ensures all Centers events are included on the calendar.
• Monitors SNA commitments for the Board President and Vice President, coordinating with various Centers and serving as a conduit for scheduling to minimize overlap and ensure commitments are honored and volunteer leaders are not overutilized.

Maintains leadership listings in the database for each leadership cycle including Board of Directors, Standing Committees, Strategic Committees, Advisory Councils and others and annually assists the Senior Specialist with producing the Directory of Leaders. Position Requirements

Education

Bachelor's degree or high school diploma with equivalent combination of experience and training.

Qualifications

• Three or more years of experience with relevant duties, in a non-profit or association preferred.
• Experience tracking goals, work assignments, task lists, action item follow up, etc. and proactively conducting outreach to ensure appropriate follow-up.
• Experience taking minutes for conference calls and meetings and providing administrative support for leadership roles.
• Excellent workload organization skills, including identifying and handling priorities quickly, balancing short and long-term assignments, adapting to changes in priorities, and keeping pace with daily operational demands.
• Experience leveraging technology tools to increase efficiency in administrative processes.
• Ability to handle sensitive and confidential information discreetly and with good judgment Demonstrated problem-solving skills with an ability to research and identify solutions.
• Demonstrated ability to successfully work independently and as part of a team with the ability to draw connections between day-to-day job responsibilities and the goals of the organization.
• Excellent writing and editing skills for drafting, editing, and proofing correspondence, writing emails, presentations, reports, summaries, and other communications for a wide variety of internal and external audiences.
• Detail-oriented, organizational skills with the ability to manage multiple tasks with different timelines in a fast-paced environment with fluctuating workloads and changing priorities.
• Excellent verbal and interpersonal communication skills with the ability to and patience to work with and provide customer service to a wide variety of internal and external stakeholders.
• Demonstrated experience using a database to access customer or member information, using the internet to conduct research, and proficiency in Microsoft tools such as Teams, SharePoint, Word, Excel, PowerPoint and Outlook, as well as virtual meeting platforms such as Zoom.
• Experience working in a non-profit or association preferred

Position Relationships

• Works with SNA staff, leadership and members.
• Communicates with vendors, consultants, contractors, legal representatives, hotel staff representatives, Board of Directors, volunteers, and other CEO contacts and their representatives.

Supervision

Receives general supervision and direction from positions supervisor. Exercises some independent judgment and discretion