Executive Assistant

1 month ago

Washington, United States MEMA Full time
Job DescriptionJob DescriptionSalary: 65-75k

Executive Assistant

MEMA, The Vehicle Suppliers Association (MEMA)

 

 

MEMA is seeking an Executive Assistant for our Washington, DC Government & Advocacy Office.

 

Position Summary

This position will support the MEMA CEO and other senior leadership team members as well as the DC team members with ongoing calendars, travel, expense reports and all other executive assistant duties that need to be performed.  The Executive Assistant will work closely with the government affairs teams and the senior leadership team. 



Responsibilities and Duties:


  • Serve as an executive liaison, representing MEMA’s Values, interfacing with industry leaders and MEMA CEO/Presidents and Government Affairs team, driving efficiencies to enhance the effectiveness of MEMA in serving its members.
  • Support MEMA CEO and other Senior DC Team members, managing schedules, , travel arrangements, filing expense reports, plan and prioritize meetings on a daily basis and respond to requests from external business partners, each designed to optimize time and efficiency of MEMA executive leadership.
  • Maintain and manage a daily calendar of meetings and events for the CEO and Senior DC Team members. Prepare meeting agendas in advance; assist with and provide research/background information, content development, and creation/collation of presentations and coordinate meetings and assist Senior Staff in a wide range of duties.
  • Proactively anticipate needs/goals and plan meeting schedules and activities (months/quarters) in advance to enable executives to achieve their goals.
  • Arrange and coordinate internal team meetings, events and off-sites including arrangement of logistics, meeting space, catering, and
  • Coordinate complex travel arrangements and itineraries including pre-trip
  • Attend internal team meetings as needed.
  • Monitor, delegate, and respond to incoming
  • Screen phone calls assist directly with inquiries or refer callers to appropriate person for handling, exercise judgment to prioritize.
  • Proactively escalate issues that need immediate attention
  • Prepare and submit expense reports in accordance with company reimbursement policies
  • Receive and interact with internal and external visitors, including preparing the meeting refreshments as needed.
  • Develop and demonstrate a solid working knowledge of the company, its structure, key personnel and policies and procedures
  • On behalf of the MEMA CEO, liaison with  the MEMA board of directors; including administration support, meeting scheduling, follow-up requests and additional requirements as needed to support the board of directors.
  • Assist DC team in the operations and maintenance of the Washington, DC office.
  • Responsible for coordination with building operations on all business/office matters.
  • Responsibility for updating the technology in the DC office and for managing technical issues on virtual meetings.
  • Management of the database of member companies including committee and group memberships and event registration.
  • Manage member company facility information.
  • Manage member company facility information.
  • Operate email marketing system and execute communication to association members.
  • Interface with organization colleagues through monthly event planning sessions.
  • Organize and file quarterly lobbying and semi-annual contribution compliance forms for advocacy office.
  • Provide event management support as needed for external
  • Answer the office general phone line (backup).
  • Additional duties as needed in support of senior team members and overall DC team


Knowledge/Skills/Abilities:


  • Friendly, customer-centric orientation.
  • Possess honesty, integrity, and the highest ethical and moral
  • Demonstrate a willingness and ability to work as a team
  • Professional written and verbal communication skills.
  • Strong interpersonal skills and the ability to communicate effectively and respectfully with all levels of employees, management, and outside
  • Excellent time management abilities.
  • Ability to stay focused, efficient, and effective in managing multiple priorities under
  • Highly proficient in MS Office (Word, Excel, and PowerPoint presentations).
  • Proficient in setting up, managing & coordinating Zoom & Team calls with multiple participants for virtual meetings, events, and
  • Strong attention to detail with a commitment to high quality work
  • Ability to manage sensitive matters and all confidential information/materials with a high level of confidentiality.
  • Willingly take initiative and be proactive as part of daily activities.

 

Other Requirements/Items:

 

  • Lift, bending, sitting for extended periods of time and other physical
  • 5+ years or equivalent administrative assistant experience.
  • Work hours are a combination of both in office and remote. Flexibility to be in office or at outside events as required.
  • May require occasional travel.

 

 

MEMA is an Equal Opportunity Employer. We promote an inclusive workforce and encourage people of diverse backgrounds and experiences to apply for our employment opportunities. We embrace an inclusive workforce and encourage minorities, women, LGBTQ veterans, and the disabled to apply for our  employment opportunities without regard to their national origin or genetic information.

MEMA champions and advocates for a respectful, diverse, and collaborative community. We are stronger and more innovative when we are inclusive.


Learn More about MEMA at www.mema.org

 

 


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