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Senior Executive Assistant
2 months ago
Position: Executive Assistant to Senior Vice President, Public and Government Affairs
ORGANIZATION BACKGROUND
The Specialty Equipment Market Association (SEMA) is driven by a passion for automobiles, including cars, trucks, and SUVs. This trade association encompasses a wide array of stakeholders, including manufacturers, distributors, retailers, publishers, auto restorers, builders, restylers, car clubs, race teams, and more. SEMA-member organizations play a crucial role in the vitality of a $42 billion retail industry focused on specialty automotive products.
As a non-profit entity, SEMA operates with a business-like approach, dedicated to ensuring the success and prosperity of its individual and corporate members. The association aids its members in making informed business decisions, leveraging group purchasing power, and connecting with key industry players.
SEMA also actively engages the industry through various premier events, including the renowned SEMA Show, which is the largest trade show in the automotive sector, showcasing a diverse range of products and innovations.
Role Purpose
The Executive Assistant provides comprehensive administrative support to the Senior Vice President and associated staff.
Key Responsibilities
- Deliver administrative assistance to the Senior Vice President and team members.
- Organize and maintain corporate and personal correspondence files.
- Ensure timely renewal of memberships for organizations associated with the Senior Vice President.
- Draft and type business correspondence as required.
- Screen incoming calls and manage daily mail for the Senior Vice President.
- Assist with activities related to scheduled events.
- Manage the Senior Vice President's Outlook calendars, coordinating meetings to optimize time management.
- Prepare expense reports and generate necessary correspondence.
- Oversee travel arrangements and logistics.
- Coordinate meetings, conferences, and special events.
- Conduct research and compile data for reports and presentations.
- Handle confidential information with utmost discretion.
- Prioritize and manage multiple projects effectively.
- Assist in the preparation of materials for board meetings and presentations.
- Support temporary staff during events and assist with special receptions.
- Order holiday ornaments and manage related tasks.
- Assist with event preparations as needed.
- Perform additional duties as assigned based on departmental needs.
Relationships
- Reports directly to the Senior Vice President.
- Collaborates with the SEMA Board of Directors and various staff levels.
- Works closely with other administrative personnel.
- Interacts with staff from the Washington, D.C. office.
Required Skills and Qualifications
- Minimum of 5 years of experience supporting executive-level personnel.
- Bachelor's degree from an accredited institution; Project Management certification is preferred.
- Experience in budget development and management.
- Proficient in managing purchase orders and processing expense reimbursements.
- Exceptional organizational skills with the ability to prioritize tasks effectively.
- Strong verbal and written communication skills.
- Ability to maintain confidentiality and uphold a professional demeanor.
- Demonstrated capacity to multitask and manage various projects simultaneously.
- Willingness to assist with projects of all sizes.
- Familiarity with contract review and document management best practices.
- Strong interpersonal skills and ability to collaborate with diverse teams.
- Knowledge of project management tools and methodologies is advantageous.
- Experience in preparing meeting minutes and utilizing shorthand is a plus.
- Proficient in Microsoft Office Suite and project management software.
- Willingness to travel as necessary and work flexible hours to fulfill responsibilities.
- Other duties as assigned by management.
Compensation: The estimated annual base salary for this position is between $75,000 and $85,000, with actual salary determined by individual qualifications and experience. This role includes eligibility for a 401k savings plan, healthcare benefits, and additional rewards.
