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Senior Administrative Support Specialist

2 months ago

Washington, United States The American College of Trust and Estate Counsel (ACTEC) Full time

The American College of Trust and Estate Counsel (ACTEC) is a distinguished nonprofit organization comprising attorneys and legal scholars proficient in the realms of wills, trusts, estate planning, and the administration of estates and trusts for individuals unable to manage their affairs. Established in 1949, ACTEC is governed by a Board of Regents consisting of 39 Fellows, including six officers.

Position Overview: The Executive Administrative Coordinator will deliver high-level administrative assistance to the Executive Director (ED) or senior management. This role demands outstanding organizational capabilities, adeptness in managing various tasks simultaneously, and a proactive mindset towards problem resolution. The coordinator will serve as a crucial link between executives, internal teams, and external partners, showcasing excellent communication and interpersonal skills.

Core Responsibilities:

  1. Calendar Oversight: Skillfully manage intricate calendars, prioritize engagements, and arrange meetings to ensure the effective use of executives' time. Familiarity with scheduling software is advantageous.
  2. Communication Oversight: Manage incoming communications, including calls and emails, on behalf of the ED and senior personnel, ensuring prompt responses and appropriate follow-up actions.
  3. Document Management: Prepare and refine correspondence, reports, presentations, and other essential documents for the ED, ensuring precision and professionalism.
  4. Meeting Facilitation: Organize and coordinate meetings, including drafting agendas, recording minutes, and distributing relevant materials.
  5. Information Organization: Maintain confidential records and files, both digital and physical, ensuring that information is systematically organized and readily accessible.
  6. Project Assistance: Support special projects and initiatives as assigned, coordinating tasks, timelines, and deliverables as necessary.
  7. Relationship Building: Cultivate and sustain effective relationships with both internal and external stakeholders, representing executives with professionalism.
  8. Expense Tracking: Monitor and reconcile expenses, ensuring adherence to organizational policies and procedures.
  9. Office Administration: Oversee general office operations, including procurement of supplies, maintenance of equipment, and coordination of service requests.

Qualifications:

  • Demonstrated experience as an executive assistant or senior administrative assistant, ideally within a dynamic corporate setting.
  • Exceptional organizational abilities with a talent for prioritizing tasks and meeting deadlines.
  • Strong communication and interpersonal skills, complemented by a professional demeanor.
  • High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with membership databases is a plus.
  • Ability to handle sensitive information with discretion and confidentiality.
  • A bachelor's degree is preferred; however, relevant work experience may be considered in lieu of formal education.

Additional Qualifications:

  • Capacity to work independently and proactively, anticipating needs and taking initiative.
  • Flexibility to adapt to shifting priorities and work schedules as required.
  • Willingness to occasionally work extended hours to meet deadlines or accommodate executive schedules.
  • Professional appearance and demeanor, reflecting the values and culture of the organization.