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Executive Administrative Coordinator

2 months ago

Arlington, Virginia, United States American Public Power Association Full time

The American Public Power Association (APPA) is seeking a Senior Administrative Assistant to deliver comprehensive administrative support to the executive team. This role requires sound judgment in various scenarios, excellent written and verbal communication abilities, and outstanding organizational and interpersonal skills. The ideal candidate will manage multiple priorities effectively and work independently on projects from inception to completion, while also thriving under pressure.

Key Responsibilities:

Administrative Support for the Executive Team

  • Provide essential administrative assistance to the Executive Team, handling sensitive and confidential information with discretion.
  • Manage a variety of administrative tasks including taking meeting minutes, calendar management, timely completion of expense reports, drafting and proofreading correspondence, arranging travel and itineraries, and preparing documents for meetings.
  • Collaborate closely with the Executive Team to keep them informed of upcoming commitments and responsibilities, ensuring appropriate follow-up.
  • Maintain effective working relationships across the organization while exercising sound judgment and discretion.
  • Act as a backup for the Executive Office and Board Governance Manager, supporting the President & CEO and Board of Directors.
  • Assist with logistics for meetings involving the Executive Office or Senior Team.

Committee Liaison Duties

  • Serve as the primary administrative contact for various committees, ensuring effective communication and coordination with committee members and APPA staff.
  • Draft correspondence on behalf of committee chairs for Board presentation and maintain all relevant files and documentation.
  • Take minutes during committee meetings and track action items for follow-up, ensuring governance matters are handled efficiently.
  • Archive important resolutions, agendas, and historical committee information in accordance with APPA's record retention policies.
  • Support the preparation of documents necessary for effective committee operations and assist with onboarding new committee members.

Additional Responsibilities

  • Coordinate logistics and documentation for the APPA Annual Business meeting.
  • Assist with the distribution and collection of annual compliance documents.
  • Serve as a DocuSign user for the Senior Team and assist with the creation and formatting of presentations.
  • Update member information and project management systems as needed.
  • Ensure accurate submission of expense reports and travel to Board meetings and events as required.
  • Perform other duties as assigned to support the Executive Office and APPA members.

Qualifications:

  • Associates degree required; Bachelor's degree preferred.
  • Minimum of 5 years of experience in an executive support role, ideally within a trade association or non-profit.
  • Proficient in Microsoft Office Suite and Adobe Acrobat.
  • Exceptional organizational skills, attention to detail, and ability to manage multiple complex projects under tight deadlines.
  • Strong interpersonal skills with a positive attitude, capable of handling diverse issues with tact and courtesy.