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Job Brief
Executive Assistant
Position Summary
The executive assistant provides confidential support to the executive director. In addition, the executive assistant plays an integral part in preparing for and executing Commission meetings; maintaining organizational files and records documenting meetings, publications, and official correspondence; and providing other administrative support as needed.
Like all MACPAC employees, the executive assistant is expected to:
• demonstrate and model commitment to team and personal success
• work collaboratively with others inside and outside of the organization;
• adapt behavior in response to feedback and experience;
• contribute to the growth, expertise, and knowledge of colleagues;
• hold self accountable for meeting expectations in a timely, professional manner; and
• foster a culture of inclusion and belonging.
Major Duties
• perform a variety of confidential and complex administrative assignments on behalf of the executive director including:
o scheduling appointments as needed, including recurring meetings such as staff meetings, briefings for external parties in advance of Commission meetings, and recurring annual events;
o preparing and briefing the executive director on confidential matters to be considered before scheduled meetings, keeping executive director advised on time, place and topics to be discussed;
o making all necessary travel arrangements for the executive director, including scheduling visits, making hotel and travel reservations, maintaining contact with executive director while en route, writing necessary correspondence upon return;
o preparing and submitting travel reimbursement vouchers in accordance with Federal Travel Regulations (FTR) and internal travel policies;
o reviewing incoming correspondence for the executive director, including requests for meetings, screening out items that can be handled personally or forwarded to other appropriate staff for action;
o providing support with other tasks as assigned, particularly those that are of a confidential, sensitive, or high priority nature;
• provide support for the Commission meetings, including:
o securing and independently managing operational contracts supporting on-site meeting support, to include researching, negotiating, and managing contracts and invoices, for meeting venues, hotels, MACPAC's travel agent, transcription services, and other necessary contractual support;
o managing travel purchase requests, reimbursement vouchers, and lodging reservations for travelers, ensuring that hotel has accurate guest list and dates of reservations;
o assessing other meeting needs such as security, parking, and supplies;
o assembling materials to distribute to Commissioners in advance of the meeting;
o working with other staff to ensure that appropriate materials are posted to the website, available for projection and meeting attendees;
o working with other operations staff and vendors to ensure that all meeting needs are addressed; and
o providing onsite logistical support;
• provide support to Commissioners by:
o scheduling meetings with Chair, Vice Chair, conflict of interest committee; etc.;
o addressing needs regarding accessibility of meeting materials, including reformatting as needed;
o communicating promptly and proactively before and after travel to coordinate travel arrangements;
o preparing and submitting travel purchase requests and reimbursement vouchers and relevant documentation in accordance with the FTR and internal travel policies;
o reviewing and approving travel reservations reserved through MACPAC's travel agency, including monitoring ticketing and adherence to the FTR;
o maintaining internal records related to contact information, addresses, assistants and their contact information; and
o preparing materials for orientation, including annual coordination of the Commissioner Handbook;
• maintain organizational files for archival purposes, including meeting materials, publications, and official correspondence, coordinating with leadership regarding compliance with National Archives and Records Administration requirements;
• assist communications team with maintenance of the email distribution list and daily clips that reference MACPAC and its work; and
• perform other duties as assigned, demonstrating commitment to team and personal success.
Knowledge and Skills
In order to perform the major duties listed above, the executive assistant must have:
• excellent organizational skills;
• demonstrated attention to detail and accuracy;
• ability to take initiative, work independently, assess priorities, meet deadlines, and manage multiple activities efficiently;
• ability to quickly adjust plans, schedules, and agendas to meet rapidly changing needs and priorities;
• knowledge of software applications, particularly Microsoft Word, PowerPoint, Excel, Adobe Suite, and Constant Contact;
• excellent oral and written communication skills;
• an orientation toward problem solving, teamwork, and accountability; and
• willingness to engage in learning and development.
Experience and Education
The minimum requirements for the executive assistant position include:
• bachelor's degree or equivalent work experience; and
• five years of successful executive level administrative support roles.
Salary Range
$65,000-$80,000