Administrative Assistant

1 week ago

Washington, United States U.S. Travel Association Full time
Administrative Assistant

Summary: The Administrative Assistant is responsible for providing a full range of administrative support to the Executive Vice President, Business Strategy and Industry Engagement and Senior Vice President, Education and Events. In addition to ensuring efficient and productive daily operations, this role will manage key projects essential to the success of the industry engagement team. The role includes maintaining calendars, making travel arrangements, coordinating internal and external meetings, compiling meeting agendas and prep materials, and ensuring strong internal communication. The Administrative Assistant reports to senior director, executive engagement and collaborates frequently with internal colleagues and external stakeholders.
Responsibilities:
  • Key liaison to and responsible for providing the EVP and SVP with administrative, logistical and project management support to ensure smooth operation of a fast-paced, mission-driven organization.
  • Conduct various duties for both executives, including complex calendar management, travel plans, expense reports, processing invoices, etc.
  • Manage speaking and meeting engagements for both executives and trip folios, including coordination of prep calls, gathering talking points and briefing documents from internal colleagues and coordinating logistics with external contacts.
  • Serve as an administrative liaison to U.S. Travel's Board of Directors, Executive Board, Finance Committee, and Nominating and Membership Committee.
  • Prepare and oversee the CEO, EVP and National Chair's schedule for the association's annual trade show, board meetings and other key events, in partnership with the office of the president. Ensure CEO and other leadership team members are prepared for meetings and other interactions at industry events.
  • Collect and analyze board participation and attendance and perform logistical preparation for board members and VIPs during the annual trade show and other U.S. Travel events.
  • Proactively cultivate dialogue between both executives and internal departments, ensuring fluid communication throughout the organization.
  • Manage industry engagement calendar with U.S. Travel events, meetings , and initiatives along with key industry events and gatherings. Ensure internal calendars are consistent and align with external, member-facing industry events webpage.
  • Monitor relevant event- and member-related email inboxes and assign relevant staff members to follow up with inquiries.
  • Partner with manager, communities to schedule necessary internal prep meetings and external calendar invitations to governing committees.
Key Attributes:
  • Strong collaborator, able to work seamlessly with internal and external colleagues to achieve shared objectives.
  • Demonstrated ability to work independently in organizing and executing complex projects with little or no supervision, exercising discretion and strong judgment in carrying out responsibilities.
  • Highly organized with keen attention to detail. Deliver excellent, solution focused, customer service.
  • Effective time management with ability to successfully prioritize workload, manage multiple projects and meet deadlines.
  • Exceptional written and oral communicator; able to share information, listen attentively and respond appropriately.
  • Solutions-oriented problem solver known for taking early corrective action, valuing the time of others, generating new ideas and offering practical solutions.
  • Receptive to feedback and direction and in search of constant self-improvement.

Education, Experience and Skills:
  • A minimum of 2+ years of experience as an executive assistant, administrative assistant or project manager in a fast-paced team environment
  • Proven planning and organizational skills with strong attention to detail.
  • Proficiency in Microsoft Office suite, including Word, PowerPoint, Excel, Outlook and SharePoint
  • Excellent interpersonal skills and capable of exercising discretion on all matters.
Other:
  • Position based in Washington, DC. U.S. Travel staff work in the office Tuesdays, Wednesdays and Thursdays with the option to work remotely on Mondays and Fridays.
  • Limited travel (up to 2-3 times per year) is required.
  • Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
  • Salary range: 50-70K
  • Benefits:
    • Comprehensive healthcare package with fertility coverage
    • Generous paid leave including family leave
    • Snacks, lunches, and many opportunities for social connections
    • Transportation and cell phone benefitsR
    • Robust wellness initiatives and Employee Assistance Plan (EAP)
    • Education and professional development assistance

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