SUMMARY:

The Executive Assistant to the CEO serves as a trusted operational and strategic partner to the Chief Executive Officer, enabling executive effectiveness through high-level coordination, executive workflow management, governance support, and cross-organizational collaboration. This role operates as the central hub of the executive office, managing priorities, protecting executive focus, and ensuring seamless execution across board governance, executive initiatives, and leadership operations.

This position requires sound judgment, discretion, executive presence, and the ability to manage sensitive matters with diplomacy and confidentiality.

ESSENTIAL RESPONSIBILITIES:

Executive Administration

• Serve as the primary strategic support partner to the CEO.
• Assist with Managers meetings.
• Manage and optimize CEO calendar and priority flow
• Act as executive gatekeeper and access manager
• Prepare executive briefings, materials, and decision support documents
• Anticipate executive needs and proactively remove friction
• Coordinate executive communications and correspondence
• Support executive travel and external engagements
• Ensure CEO is fully prepared for meetings and board interactions
• Support the preparation and administration of the Colonel Scott Award

Executive Committee, BOD and Governance Committee Meetings

• Lead end-to-end logistics and governance support for Board of Directors activities
• Coordinate board materials, agendas, and executive packets
• Manage governance documentation and records
• Facilitate board and committee meetings
• Record and distribute official meeting minutes
• Support new board onboarding and orientation
• Serve as primary liaison to Past National Officers.
• Collaborate with the Communications Team on the Annual Business Meeting.
• Prepares budget in consultation with accounting staff and Auxiliary President.
• Coordinates the auxiliary events at CONNeCT with the aid of the Meeting Planning Consultant.
• Coordinates Auxiliary Web site improvements/changes with the aid of the Communications team.
• Works with the Membership and Accounting teams to solicit donations to support the Auxiliary’s work.
• Encourages Auxiliary members to attend or get involved in PHCC meetings and functions.
• Coordinates periodic reports to PHCC Board of Directors and the Executive Committee by the Auxiliary President.
• Serve as primary liaison to Past National Officers.
• Performs other duties as required.

EDUCATION and Experience:

• High School Diploma or GED required
• 5-7 years of experience in administration, customer service, or a related field
• 2 years supporting C-suite or senior executives required
• Experience supporting board governance strongly preferred
• Association or nonprofit executive office experience preferred

SPECIAL KNOWLEDGE, SKILLS, and ABILITIES

• Knowledge of Bylaws, relevant policies, and procedures.
• Ability to effectively and clearly present information to groups and/or individuals.
• Practical knowledge in Microsoft Office Suite and online survey tools.   Excel and PowerPoint experience required.
• Works extremely well with others, understands the importance of collaboration and teamwork in a small work environment
• Ability to work efficiently under pressure/deadlines.
• Ability to organize and plan activities, as well as set priorities.
• Ability to make decisions, render judgments, and take appropriate actions.
• Ability to secure information and solve problems.
• Ability to take charge and direct, develop, and coordinate meetings and activities.
• Excellent attention to detail and follow through.
• Ability to tactfully and diplomatically modify behavior to accommodate changing conditions and situations.
• Ability to travel to board meetings and other events as needed.
• Prior experience with AMS/NetForum is desirable.   

About Plumbing Heating Cooling Contractors National Association

The premiere organization for the p-h-c professional, PHCC provides legislative advocacy, education and training to approximately 3,300 plumbing and HVACR open shop and union businesses and 65,000 technicians. Our members work in the residential, commercial, new construction, industrial and service and repair segments of the construction industry. Members of PHCC have access to a wide variety of resources and services, strengthening their reputation as the best choice for professionalism, reliable products and knowledgeable service—and as a proud protector of public health and safety and the environment. Approximately 125 state and local association affiliates are part of PHCC’s chapter network.

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