Senior Administrative Assistant
2 weeks ago
The American Public Power Association (APPA) is looking for a Senior Administrative Assistant to provide administrative support to the senior team. The Senior Administrative Assistant exercises good judgment in a variety of situations, has strong written and verbal communication skills, exceptional administrative, organizational, and people skills, and can balance multiple priorities. The Assistant must be able to work independently on projects, from conception to completion, and work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Please note: This is not a remote position. Candidates must be in the DC, Maryland, or Virginia area. APPA offers a flexible work schedule for full-time employees, and the option for telework is available after 2 months of employment (with supervisor approval).
Administrative Support to the Senior Team
- Provides administrative support to the Senior Team on a variety of tasks to include handling of sensitive, confidential, and non-routine information.
- Administrative tasks include but are not limited to taking minutes; managing calendars; completing monthly expense reports on time; drafting, proofreading, and managing correspondence; arranging travel, itineraries, and agendas; and compiling documents for travel-related meetings.
- Works closely and effectively with the Senior Team to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Operates with a clear understanding of the breadth of projects within the Executive Team’s purview.
- Maintains good working relationships collaborating with staff across the association, while exercising good judgment and discretion.
- Serves as back-up to the Executive Office and Board Governance Manager on duties related to supporting the President & CEO and Board of Directors. Also serves as back-up administrator for the board portal.
- Assists with logistics for meetings that involve members of the Executive Office or Senior Team.
Committee Liaison
- Serves as the primary administrative point of contact for the following committees: Finance and Audit Review Committee (FARC), Retirement Plan Advisory Committee (RPAC), Membership Committee, Non-Dues Revenue Committee, and IT Subcommittee.
- Maintains critical connection between assigned Committees and APPA staff. Draft correspondence on behalf of Committee chairs for presentation to the Board of Directors. Effectively communicates and coordinates activities with executive assistants of Committee members.
- Responsible for taking minutes at all assigned Committee meetings and tracking action items for follow-up. Organizes, tracks, maintains, and safeguards all files and correspondence. Ensures that all governance matters (e.g., charters, practices, and policies) are handled smoothly and effectively, per the APPA bylaws.
- Responsible for archiving resolutions, agendas, historical committee information, and procedures in accordance with APPA’s record retention policies. Ensures that materials are updated and properly maintained for Committees in the board portal. Generates applicable reports and documents.
- Works with Senior Team to prepare required documents relating to effective operations of committee meetings. Tracks documents prepared or reviewed by legal counsel.
- Provides support for assigned Committees, to include overseeing calendars, scheduling of meetings, drafting, and reviewing correspondence and meeting documents and tracking term limits. Responsible for assisting with onboarding of new Committee members and orientation sessions.
Other Duties
- Works on logistics and documents related to the APPA Annual Business meeting.
- Assist with annual Code of Conduct and Form 990 distribution and collection.
- Serves as DocuSign user on behalf of Senior Team.
- Assist with layout and formatting of PowerPoint presentations.
- Process member updates and other contact information in Fonteva.
- Update project management system (e.g., Asana) and provide reports for Board of Directors meetings.
- Responsible for ensuring proper submission of expense reports.
- Travels to Board meetings and other events as required.
- Serves as an APPA Notary Public.
- Assists with special projects, upon request.
- Ability to work outside of normal work hours, as needed.
- Performs other duties as assigned in support of the Executive Office, Senior Team, and APPA members.
- Associates degree required; Bachelor’s degree from a 4-year college or university (preferred).
- 5 or more years of experience supporting executives, preferably in a trade association or non-profit organization.
- Familiarity with taking corporate minutes.
- Ability to provide exceptional internal and external customer service.
- Experience supporting meetings, including management of associated details and expenses.
- Well-organized and self-directed, with exceptional time management skills and attention to detail.
- Ability to work under tight deadlines, prioritize and efficiently manage multiple, complex projects.
- Positive attitude with the ability to handle a variety of issues and individuals on staff and outside the office with tact and courtesy.
- Excellent demonstrated oral and written communication skills.
- Proficiency in Microsoft Office (Outlook, Word, Excel, Power Point) and Adobe Acrobat.
- Travels out of town up to 5% of the year to support APPA’s conferences, events, and meetings.
- Experience with cloud-based corporate board portals. (preferred)
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