Executive Assistant - Temporary

POSITION OVERVIEW

Provides professional and confidential administrative service to the CEO including supporting the Board of Directors and maintaining the Building and Grounds of the facility.

ESSENTIAL RESPONSIBILITIES

Provides administrative support to the CEO. Creates and prepares correspondence, PPT presentations and related materials, Excel spreadsheets, copies, faxes, sorts and distributes mail, maintains files, coordinates calls and takes messages, sets up conference calls, meetings, Zoom meetings,  updates staff lists, as well as coordinates and purchases gifts, cakes, and cards for CEO.

Performs Board of Directors related duties:

• Sets up and coordinates Board Zoom meetings.


• Gathers, composes and formats information from the Leadership team to be included in the bi-weekly Board of Directors Update.


• Drafts correspondence for the President and President-elect regarding varied Board items as assigned.


• Fulfills requests from Board members that may include, emailing, mailing, and calling others.


• Gathers, composes and formats Board meeting agendas for final approval by the CEO.


• Prepares and distributes approved Board meeting agendas.


• Orders business cards, pins, and badges for Board.


• Coordinates the development of Board resolutions and has them framed.


• Orders/picks up the spouse’s pin from jeweler.


• Maintains the Board website.


• Maintains the Board manual online and Board’s spouse’s manual.


• Prepares and sends state convention information packets to Board.


• Compiles state convention dates, locations, and new officers.


• Compiles and mails a box of information, plaques, and handouts to Board at state conventions.


• Coordinates NFDA sponsorships for each state convention.


• Orders Past President’s ring.


• Coordinates presentation of PP grave medallions.


• Orders brass name plates. 

Maintains building and grounds:

• Supervises and assigns tasks to the handyman.


• Works with outside vendors to oversee janitorial services, carpet cleaning, window cleaning, electrical, landscaping and trees, snow removal, plumbing, doors and hardware, pest control, paving, coffee provider, and building equipment.


• Lowers the American flag when appropriate.


• Works with tenants.

Performs other key volunteer related activities:

• Prepares and distributes the Past Presidents’ agenda.


• Serves as central contact and coordinator for death notices of past or present volunteers.


• Orders flowers and gifts for funerals/illnesses/anniversaries.

Coordinates the archiving of all Board of Directors minutes to include working with the transcription company and book bindery to have them professionally bound.

Gathers, composes and formats All Staff Meeting agendas for approval by CEO. Responsible for creating and sharing meeting information with all NFDA staff.

Gathers, composes and formats Department Update and Senior Leadership Meeting agenda for approval by CEO. Responsible for creating and sharing meeting information with appropriate individuals.

Works with assigned staff on various committees.

Maintains supply cabinet, including ordering office and janitorial supplies and furniture as well as beverages and food/snacks for onsite meetings.

Orders plaques and awards for state officers, and others as needed.

Researches NFDA handout gifts and Board gifts.

Updates state officers/Board members in CRM.

Promotes and assists in carrying out the Association’s mission, vision, and goals in a manner consistent with the Association’s stated values.

Exhibits flexible and innovative approaches while performing essential responsibilities and assignments and participating in strategic leadership, management, and special project teams.

Proofs documents for other departments.

Assists Senior Leadership as needed.

Embraces and actively participates in a variety of work teams as requested or assigned.

All other duties as assigned.

QUALIFICATIONS

Ideal candidate will have an Associates Degree or professional certification for administrative assistants.  Must possess a high school diploma or equivalent. Two years of administrative support experience is desired, preferably at an executive level. Must be proficient in Zoom, Adobe, Word, PowerPoint, Doodle/Whenisgood (scheduling software) Excel and Windows environment, to include a broad use of Microsoft Office. Outstanding organizational skills as well as effective communication (both orally and in writing) and interpersonal skills are essential. Position requires an ability to handle multiple projects and tasks, an attention to detail and the highest degree of confidentiality.  Sense of urgency and accuracy are critical.  Must be able to work in a fast paced, deadline-oriented environment with a variety of individuals.  Must be flexible regarding work hours and have the ability to travel occasionally.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit for long time periods, use hands/fingers to manipulate a computer keyboard, communicate verbally and hear.  The employee is required to stand and walk, and sometimes bend, twist, stoop, reach, kneel, crouch, grasp, and lift up to 35 lbs.   Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.