Job Description

Job Overview

We are seeking a dynamic and highly organized Executive Assistant to join our non-profit membership organization. The right person will provide comprehensive administrative support to the CEO, ensuring smooth daily operations and efficient workflow. Your proactive approach, exceptional organizational skills, and positive attitude will help elevate our executive team's productivity. This paid position offers an exciting opportunity to be at the heart of a fast-paced, innovative environment where your contributions truly make a difference.

Responsibilities

Manage complex calendars and schedule appointments using Microsoft Outlook Calendar, coordinating meetings across multiple time zones. Prepare, proofread, and produce meeting minutes, documents, reports, advance meeting background materials, and correspondence with accuracy and attention to detail. Organize and coordinate events, meetings, and travel arrangements, including booking venues, accommodations, and transportation. Handle incoming phone calls with professionalism and courtesy, utilizing multi-line and remote phone systems and practicing excellent phone etiquette. Maintain organized filing systems ensuring easy retrieval of information while managing confidential data securely. Assist with financial management tasks, including data entry, expense tracking/reporting, and basic Accounts payable coding. Support project coordination efforts by tracking deadlines, preparing agendas, taking minutes, and following up on action items. Utilize Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Plan, etc.) to communicate with other team members, prepare correspondence, create presentations and reports that meet professional standards. Maintain database records and assist with the transition to a new customer database. Perform clerical duties such as data entry, proofreading documents for accuracy, transcription of audio files, and filing important records.

Qualifications

Proven experience as an executive assistant or in a similar administrative role with a strong background in office management and administrative support. Demonstrated understanding the membership association business model and previous experience working in an association. Exceptional organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment. Ability to multi-task and manage multiple programs and projects simultaneously. Must be able to work well under pressure and meet deadlines. Impeccable customer service skills and ability to work collaboratively with volunteers and other staff. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams, etc.), Google Workspace tools (Gmail, Drive), and familiarity with customer databases and office equipment. Strong typing skills coupled with excellent proofreading and transcription abilities. Excellent communication skills with professional phone etiquette and customer service experience. Technological proficiency to understand and quickly learn business platforms for membership (ReMembers, formerly Impexium), event registration (Cvent), timekeeping, communications (Zoom, Adobe, Canva, Greenvelope, etc.) and other related business purposes. Knowledge of calendar management tools like Microsoft Outlook Calendar, Doodle polling, etc. Must enjoy adopting and learning new technologies. Demonstrated ability to maintain confidentiality with sensitive information. Strong, demonstrated skills in verbal and written communications. Comfortable working in a small organization that operates remotely; hands-on work style and approach. Experience preparing timely, accurate, and comprehensive written reports. Self-starter, proactive, and persistent; flexible and resourceful. Strong problem-solving skills. Positive, cheerful, and intellectually curious. Able to travel and to work some evenings and weekends. Valid driver's license
Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off
Work Location: Hybrid remote in Rockville, MD 20852