Executive Assistant to CEO
- Expired: over a month ago. Applications are no longer accepted.
Position: Executive Assistant to CEO
Location: Fairfax, VA
Reports to: Chief Executive Officer and Associate Director of Meetings and Events
Under the direction of the Chief Executive Officer, provides comprehensive administrative support
services to the CEO and volunteer Leadership.
The Executive Assistant to the CEO provides detailed
calendar management, prioritizes inquiries and requests, administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism. This position supports projects and work that relates to the CEO, the Board of Directors, the Volunteer Leadership, and key event activities.
Efficient and smooth operation of CEO’s office
Administrative Management for the Executive Office (50%)
-- Manages the administrative aspects of multiple projects as assigned by the CEO and related to
diverse lines of association business, the Realtor community, and/or the CEO’s personal
interests with inter-related mixing of external activities and relationships.
-- Manages the CEO's calendar, travel, meeting, and schedule arrangements including setting up
appointments, scheduling meetings, resolving conflicting priorities and ensuring that the CEO is
on time, organized and prepared for each meeting/ appointment. This includes responsibility for
the management of Outlook calendar entries. Includes initiating contact and securing
appointments, equipment, and facilities as appropriate.
-- Works closely with other team members to assure the CEO’s preparation for meetings, presentations or other engagements.
Administrative and functional activities include but are not limited to:
-- Maintaining personal and business files;
-- Corporate record keeping for multiple entities;
-- Supporting marketing and strategic planning activities;
-- Note taking and creating documentation
-- Filing, storage, and retrieval of business and personal activities.
-- Provides all administrative support for the Chief Executive officer to include telephone coverage,
copier projects, e-mail, supplies control and necessary communications internally and externally.
-- Receives and screens incoming calls and correspondence highlighting matters of urgency and/or
immediate importance. Prepares routine correspondence for the CEO.
-- Maintains CEO’s contact lists, mailing lists and related information.
-- Reconciles monthly credit card and business-related expenses for CEO. Reviews direct reports expense reports for preparation and approval.
-- Coordinates the preparation of presentations (including PowerPoint, speeches, etc.) for CEO with
-- Maintains organized and complete file system (paper and electronic) to document projects,
correspondence and activities of the CEO and Board of Directors.
-- Researches all options and arranges the most cost efficient and convenient business-related travel
arrangements for the Chief Executive Officer, Elected Officers, NAR & VAR Directors, and VAR Delegates. Assembles comprehensive travel itineraries, shared calendars, and all background and contact information to ensure the CEO is well prepared.
-- Maintains a high degree of confidentiality
Administrative Support for Events and Leadership Services (40%)
-- Coordinates the preparation, assembly and distribution of all committee materials and packages
for Board of Director meetings.
-- Assists in all board and leadership correspondence and meeting notifications. Assists in maintaining the official Board of Directors meeting minutes.
-- Ensures proper meeting setup for Board of Director meetings or other meetings as directed. Coordinates room reservation, setup including refreshments, e.g. soda and snacks, etc., catering and A/V equipment.
-- Other Duties as Assigned and Assistance with Special and Priority Projects (10%)
-- Assists the Associate Director of Meeting and Events with assigned support projects and
administrative work that relates to the association’s leadership and meeting and event portfolios.
-- As available, and with the permission of the CEO, may at times assist with the administrative support and the preparation work for the Convention, the Leadership Institute, the Summits, the Chairman’s Installation, the Top Producers and other special events. May assist with sending event invitations, reminders and collecting RSVP’s for special events or
when assigned, follow up with various event speakers to obtain and provide handouts for
distribution to attendees.
-- Other Duties as Assigned by the CEO
-- Preferred candidate will have educational experience in a higher education environment. Bachelor’s degree from an accredited institution in Business Administration or related discipline is preferred.
Minimum of 3-5 years related professional experience working with and supporting C-Level Executives
-- Prefer association experience in a customer-focused environment or membership office experience
-- Minimum 3 years experience as EA to CEO
-- Exceptional interpersonal skills with internal and external staff
-- Confident, self-directed, and uses sound judgment in all matters
-- Trustworthy with impeccable professional ethics and high moral standards
-- Exhibits a high degree of professionalism in appearance and attitude
-- Discrete, reserved, and able to handle business and personal information with the highest level of
-- Proven ability to handle any and all confidential information with discretion
-- Ability to manage multiple priorities and deadlines in a fast-paced environment
-- Able to adapt quickly, handle multiple tasks, and prioritize these for optimal outcomes
-- Excellent organizational skills, high attention to detail, and follow-through
-- Excellent oral and written communication skills, including editing
-- Pleasant and efficient telephone manner, and ability to interact in a courteous and professional
manner with Association members, students, instructors, staff and public
-- Ability to manage general administrative duties, equipment operation, and basic bookkeeping
-- High Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat
-- Experience with day-to-day use of smart phone, tablet, electronic calendar, voice mail and other
technologies to assist with effective and efficient management of the CEO’s office
BusinessView all jobs at NVT Staffing
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