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, research, coordination, taking and dissemination of minutes of officer, board and executive committee meetings, coordination and preparation of travel arrangements. This position attends weekly department head meetings and records and monitors assignments and action items. 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, updating and maintaining key contact information for Executive office of members, as needed.
Schedule meetings and conference calls and coordinate logistics for President/CEO including AV needs and catering, as needed
Anticipate and request the preparation of materials for President based on upcoming meetings, trips and/or issue developments
Review with President/CEO all call, meeting, speaking and travel requests; schedule logistics and prepare materials with the staff accordingly.
Coordinate with the Communications department on the President/CEO’s needs, including talking points, scripts, presentations, and Board communications.
Reconcile and submit President/CEO’s monthly expenses.
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.
Assist the President/CEO in managing his volunteer and philanthropic commitments.
Monitor the budget of the Executive department and assist in the preparation of the annual Executive department budget.
Other executive support responsibilities as may be directed by President/CEO.
Coordinate monthly all staff meetings and assist in planning staff events.
Serve as back up to answer phones and greet guests as needed.
Provide administrative support in preparation of for the Officer, 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 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, 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. Familiarity with Certify for expense management and member databases (Abila) 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.
Must be able to travel twice a year to association meetings and conferences.
Please provide detailed cover letter (with salary requirements) and resume to email@example.com. Located in Old Town Alexandria, VA, NSSGA provides a supportive work environment, excellent benefits, and competitive pay.
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.
About National Stone, Sand & Gravel Association
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.