Employer paid, health, dental, vision insurance. Eligible for 401(k) after one year of employment.
Position Overview The Executive Assistant (EA) to the Executive Director (ED) plays a critical role in supporting the strategic and operational success of the Association. This individual will be a trusted partner to the ED, ensuring seamless execution of the organization’s goals by providing high-level administrative, communications, and project management support. The EA will assist in managing the organization’s strategic initiatives, financial sustainability, member engagement, and executive communications while fostering cross-functional collaboration and maintaining a culture of excellence.
Key Responsibilities
Strategic Leadership and Vision
Support the development and execution of the annual strategic plan by managing timelines, preparing documentation, and tracking key initiatives.
Coordinate Executive Committee meetings and ensure strategic priorities are clearly documented and communicated.
Draft stakeholder communications, updates, and reports to ensure alignment with the organization’s mission and vision.
Financial Management and Sustainability
Assist in the preparation and monitoring of budgets and financial reports; liaise with the Finance Committee to ensure timely reporting.
Support grant writing, partnership outreach, and revenue diversification efforts in collaboration with the ED.
Maintain accurate documentation of financial activities, timelines, and compliance deliverables.
Membership Growth and Retention
Coordinate onboarding of new members, ensuring materials and outreach are delivered within 30 days of joining.
Track and report on membership renewals, recruitment efforts, and engagement metrics.
Collaborate with Membership staff and committees to support recruitment campaigns and retention initiatives.
Program Development and Oversight
Monitor timelines and deliverables for new programs and services; coordinate efforts across departments and committees.
Assist in collecting and analyzing member satisfaction data to evaluate program impact.
Maintain program dashboards and ensure alignment with organizational goals and timelines.
Advocacy and Industry Representation
Coordinate the ED’s schedule for industry events, committee participation, and speaking engagements.
Track and report on outcomes from external representation efforts and relationships with key industry stakeholders.
Operational Excellence
Manage the ED’s calendar, travel, and administrative workflow to ensure timely and accurate execution of responsibilities.
Support the coordination and logistics of major events (e.g., Annual Conference, World of Concrete, CELF), ensuring timelines, materials, and reporting needs are met.
Maintain records of staff meetings, professional development activities, and internal operations.
Stakeholder Engagement and Communication
Draft and distribute the bi-annual State of the Industry Address and other official communications on schedule.
Schedule and support engagement events such as town halls and member focus groups, and document outcomes.
Ensure timely delivery of committee updates, reports, and Board communications.
Innovation and Growth
Assist in the development and proposal of innovative initiatives to support organizational improvement.
Provide logistical and administrative support for collaborative projects and partnerships with peer organizations.
Risk Management and Compliance
Track compliance deadlines and ensure timely filing of reports and documents with regulatory agencies.
Coordinate documentation and board updates related to risk mitigation and governance.
Professional Development
Manage registration, scheduling, and documentation for the ED’s professional development commitments.
Support the ED’s engagement with professional associations, conferences, and executive learning opportunities.
Qualifications
Bachelor’s degree required, concentration in business administration, nonprofit management, or related field preferred.
5+ years of experience supporting executive leadership, preferably in an association or nonprofit environment.
Exceptional organizational, time management, and communication skills.
Strong proficiency in Microsoft Office Suite, project management tools, and CRM/database platforms.
Ability to manage confidential information with integrity and discretion.
Proven ability to manage multiple priorities and work proactively in a fast-paced, mission-driven environment.
