Position Description

Executive Assistant
Location Washington, DC
Department Administrative Team
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JOB SUMMARY

The incumbent will provide essential administrative and operational support to the General Counsel and SVP, Human Resources (GC) and SVP, Chief Financial Officer/Chief Diversity & Inclusion Officer (CFO/CDIO). Assignments may be confidential and will generally require experience dealing with senior executives, strong analytical skills, superior attention to detail, and excellent verbal and written communication skills. Responsibilities also require discretion, judgment, tact, and poise. The incumbent will be expected to be proactive and execute most administrative tasks accurately with minimal supervision.

ADMINISTRATIVE RESPONSIBILITIES

  1. Coordinates the schedule of and tracks assignments for the GC, CFO/CDIO, and the Deputy GC to optimize their time and facilitates the exchange of information concerning scheduling. Determines the nature of work requests and related appointments and develops or gathers necessary background material wherever possible. Post-meeting assignments may include following through to ensure that established projects are on schedule. Proactively monitors calendars in Outlook to assure that they are current and conflict-free, and posts entries as appropriate. Monitors the MBA Intranet to ensure the Department's compliance with deadlines for budget and other administrative matters.
  2. Schedules meetings and provides administrative support for the Audit Committee, Investment Management Committee, MBA Opens Doors Foundation, and other related MBA organizations. Provides administrative support to Senior Vice Presidents on all MBA subsidiaries, including the MBA Opens Doors Foundation and other MBA-related organizations.
  3. Prepares detailed itineraries and makes all travel arrangements for the Senior Vice Presidents, including airline reservations, hotel accommodations, travel advances, expense reports, etc. Coordinates and assembles all necessary briefing materials needed for trips.
  4. Provides occasional administrative support to the VP of Human Resources, such as scheduling meetings, ordering food for events, document preparation, and other administrative tasks.
  5. Handles all incoming calls for the GC, CFO/CDIO and, as directed, responds to routine requests for information on non-technical topics from MBA members, the public, and MBA staff. Takes thorough messages and follows up on action times with GC and CFO/CDIO.
  6. Maintains the hard copy and electronic files so that the files will be indexed and readily accessible. Maintains notebooks and electronic folders of corporate records, along with all resolutions and consents regarding informal action and the materials supporting them. Periodically purges files of outdated materials per the Association's policies.
  7. Formats outgoing work product for general presentation consistent with MBA style standards, and the purpose of the document. Carefully proofreads and edits documents for typos, grammar, punctuation, spelling, and general sentence structure. Distributes the work product as directed. Makes sure that work products are treated to protect confidential information, as appropriate.

OPERATIONAL RESPONSIBILITIES:

  1. Back-up to the Contracts Manager for the Docuphase Contract Management system.
  2. Assists the GC with administrative tasks regarding MBA's Lobbying Disclosure Act ("LDA") compliance program.
  3. Assists the GC in responding to third-party document requests, whether informal or by subpoena, including electronic document retrieval and document organization. As directed, handles routine corporate filings for MBA and all subsidiaries in a timely manner.
  4. Uses the internet to perform basic legal research. Reports on basic trademark searches, as directed, and maintains a list of trademark applications and their status (Trademark Website: http://www.uspto.gov/trademarks/)
  5. Maintains those portions of MBA@Work (MBA Intranet) that are under the management of Legal Affairs (includes trademark lists, LDA compliance, government contracting issues, corporate and legal policies, and the like).
  6. Responsible for the preparation and monitoring of the Legal Department's budget reports. Assists in developing preliminary data and background information for the annual budget.

SPECIFICATIONS:

This position requires outstanding organizational abilities, communication and writing skills, interpersonal and organizational skills, initiative, self-motivation, strong work ethic, sound judgment, discretion, respect for confidentiality, ability to remain calm in a fast-paced environment, and a commitment to providing professional, customer-focused service. An ideal candidate will have a minimum of five years administrative experience supporting executive management within an organization, excellent software (Microsoft Office) skills and an undergraduate degree. High proficiency with Outlook required, experience with Informz, and either iMIS or Aptify association management systems a plus.

 

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

 

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