POSITION: Executive Assistant to the President & CEO

REPORTS TO: President/CEO  

DESCRIPTION: The Northern Virginia Chamber of Commerce is the Voice of Business in Northern Virginia™. Since 1925 we have developed, encouraged and promoted the economic vitality, quality of life and political interests of the business community in Northern Virginia. 

Position Summary:

The Executive Assistant is responsible for performing administrative duties to support the President & CEO and via the CEO, the Board of Directors and related governing committees.  The Executive Assistant is a resource to the executive management team and assists with special projects as needed. 

President/CEO Support:

• Serves as a liaison to external constituents that engage with the President/CEO, e.g., members, prospects, Board leadership and other key stakeholders as he/she supports the President
• Arranges meetings and associated logistics on behalf of the CEO
• Manages CEO’s calendar and works with other Executive Team members as necessary when coordinating meetings
• Drafts correspondence and responds to inquiries as directed by the CEO
• Routinely handles internal and external inquiries by screening calls, answering questions, and redirecting to appropriate personnel
• Arranges CEO’s schedule and manages calendar, time sheets and expense reports
• Coordinates key monthly, quarterly, and annual meetings as outlined in the Chamber’s bylaws and practice

Board Administration

• Coordinate with CEO and Executive Team on the agenda for the Executive Committee/Board meetings
• Work with senior staff to ensure timely receipt and preparation of Executive Committee and Board meeting materials
• Coordinate with CEO, Chairman and Executive Team regarding outreach to speakers and programming for the Board meetings
• Manage Executive Committee and Board meeting notices and prepare meeting minutes
• Coordinate with team members on logistics for Executive Committee/Board meeting including securing space, catering, Room set up, A/V requirements, on-site contact, badges
• Maintain attendance records for all Executive Committee/Board meetings
• Maintain current information file for Executive Committee/Board including Administrative contact information
• Coordinate with Membership Information Systems Manager to ensure meeting materials and rosters are updated on the Executive Committee and Board Resource page
• Assist the CEO and in-coming Chairman with coordinating space for Annual Executive Committee retreat
• Coordinate with CEO, COO and in-coming Chair on new Board Member orientation and presentation materials
• Manage Board member conflict of interests, member profile, Board expectations
• Prepare and process the Annual Board Ballot for the Chamber Membership
• Coordinate with Membership Information Systems Manager on annual Board invoices

Office Support

• Serve as main point of contact for rooms rentals and member use of Chamber facilities
• Maintain and update Executive Committee and Board Meeting in the Chamber Events calendar
• (Backup) Process Certificate of Origins and Notarized as needed