The primary function of this position is to provide high-level administrative support to the President/CEO involving discretion and independent judgment. This position works under the supervision of the President/CEO and performs any and all duties that support the efforts of the executive office, including, but not limited to correspondence, report preparation, research, coordination, taking and dissemination of minutes of board and executive committee meetings, coordination and preparation of travel arrangements. This well-rounded person must maintain strict confidentiality of all job-related information and anticipate the needs of the President/CEO.
Specific Duties and Responsibilities:
Provide administrative support to President/CEO in managing phone, mail and email communications.
Maintain and monitor President/CEO’s Outlook calendar and contacts, updating and maintaining key contact information for Executive office of members, as well as state and national associations and government officials, as needed.
Schedule and coordinate meeting and conference call logistics for President/CEO.
Anticipating, requesting preparation materials and planning of internal briefings for President based on upcoming meetings, trips and/or issue developments and advising appropriate staff accordingly.
Researching and reviewing with President all call, meeting, speaking and travel requests on a daily basis and scheduling logistics and preparation materials with the staff accordingly.
Arrange and manage President/CEO expense reporting.
Serve as liaison for the President/CEO with staff, board members, and other key contacts, as appropriate; manage and monitor correspondence.
Manage sensitive documents and communications with the utmost discretion and confidentiality.
Assist President/CEO in meeting preparations including collecting, preparing and dispersing materials, and tracking and following-up on action items.
Other executive support responsibilities as may be directed by President/CEO.
Provides administrative support in preparation of for the Executive Committee and Board of Director’s meetings and any other board-related meetings and/or conference calls.
Assist President/CEO in maintaining and monitoring correspondence with officers, executive committee and board of directors;
Prepare meeting agendas and any other appropriate and necessary materials for the board mailing packets and distribute.
Prepare minutes with a special emphasis on resolutions, initiatives and special assignments resulting from a meeting.
Organize and maintain all appropriate Board of Director records, including correspondence, agendas, minutes, terms of service, committee rosters, board policies and resolutions; and
Annually prepare and update the duties for incoming officers of the Board and coordinating officer schedules for the Annual Convention and Board meetings, as appropriate.
Any other board support responsibilities, as directed.
Ability to maintain flexibility in a fast-paced environment, meet deadlines, complete projects with accuracy and high attention to details.
A positive and professional attitude with the ability to communicate with staff, leaders of the association and external stakeholders.
Outstanding organizational skills, excellent oral and written communication and interpersonal skills;
High proficiency in the use of MS Office suite and technologically savvy. Abila, Certify for expense management and member databases experience preferable.
Experienced with coordinating calendars, expense reporting and travel arrangements.
Excellent proofing skills for spelling, grammar and layout necessary.
A minimum of seven years of work experience in related positions providing logistical and administrative support to senior level managers in a corporate or non-profit organization office environment.
Must be a team player with a great attitude.
Have the ability to multi-task, work under pressure.
Must be a self-starter and have ability to work independently and proactively on assignments.
Must be a disciplined person with a flexible approach towards the assigned work.
Must exude professionalism, integrity and discretion.
Bachelor’s degree in area of communications or business administration or related field, preferred.
NSSGA is located in Alexandria, Va., our employees enjoy a comprehensive benefits package that includes health and dental insurance, participation in a 401(k) with company match, paid vacation and sick days and holidays, participation in a flexible spending account and transit program.
Please provide cover letter, resume to firstname.lastname@example.org. Acceptable writing samples include press releases, news content, and professional letters.
NSSGA is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status.
NSSGA is the leading voice and advocate for the aggregates industry. Our members – stone, sand and gravel producers and the equipment manufacturers and service providers who support them – are responsible for the essential raw materials found in every home, building, road, bridge and public works project and represent more than 90 percent of the crushed stone and 70 percent of the sand and gravel ...produced annually in the United States. Production of aggregates in the U.S. in 2015 was more than 2.25 billion metric tons at a value of $21 billion. The aggregates industry employs approximately 100,000 highly-skilled men and women.