Executive Assistant to the Director

The Executive Assistant manages the executive office and represents the executive director to others, provides information management support, coordinates the work flow of the office of the executive director and performs a variety of administrative tasks. The Executive Assistant serves as the primary point of contact on all matters pertaining to the office of the executive director, and serves as liaison to the executive board, and organizes and coordinates special projects on the executive director’s behalf. 

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities. 

Requirements 

Responsibilities 

Completes a broad variety of administrative tasks including: managing an active appointments calendar; completing board and other meeting minutes; composing and preparing correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for executive board meetings and the executive director’s travel-related meetings. 

Prioritizes needs, handles matters expeditiously, and successfully completes projects. 

Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. 

Represents the executive director by telephone and email correspondence in his absence and by his direction. 

Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries. 

Maintains membership and operational confidentiality. 

Prepares reports by collecting and analyzing information. 

Secures information by maintaining suitable storage and backup systems. 

Anticipates supply needs and expediting orders for supplies and services when necessary. 

Contributes, and when necessary, leads the team effort of the Association as directed, to achieve desirable results. 

Reviews and distributes incoming mail. 

Assists in providing guidance and information to the communications team, and in updating of the FVMA websites. 

Provides planning and other necessary assistance to the conference and events team. 

Answers inquiries and requests, from related regulatory agencies, FVMA members and members of the general public, utilizing professional, and friendly customer service skills. 

Performs related duties as required and directed by the Executive Director. 

Knowledge, Skills and Abilities 

• Considerable knowledge of the specific operations of the FVMA including its policies, procedures, organization, work flow, regulations, and record keeping. 
• Thorough knowledge of the principles and practices of customer service. 
• The exercise of good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. 
• Reporting skills, scheduling, excellent Microsoft Office skills, time management skills, and travel logistics knowledge. 
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with attention to detail. 
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, Association members, and the public. 
• Demonstrated proactive approaches to problem-solving with strong decision-making capability. 
• Highly resourceful team-player, with the ability to work effectively with very limited supervision. 
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response. 

Education and/or Experience 

• A minimum of five years working experience with top-level executives. 
• Associate’s Degree in Business Administration or related field preferred. 
• Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms. 
• An equivalent combination of training, certification, experience, and education that demonstrates the ability to perform the duties of the position may be substituted for the required experience. 

Physical Requirements 

• Sedentary work that primarily involves sitting/standing-Constantly 
• Light work that includes moving objects up to 20 pounds-Occasionally 
• Communicating with others to exchange information-Constantly 
• Repeating motions that may include the wrists, hands and/or fingers-Constantly 
• Preparing and analyzing data and figures; utilizing a computer terminal-Constantly 
• Work days over 10 hours-Occasionally