Executive Support Specialist

3 weeks ago

Washington DC USA, United States U.S. Travel Association Full time
Job Summary

The Administrative Assistant will provide high-level administrative support to the Executive Vice President, Business Strategy and Industry Engagement and Senior Vice President, Education and Events. This role will manage key projects essential to the success of the industry engagement team, ensuring efficient and productive daily operations.

Key Responsibilities
  • Provide 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, and processing invoices.
  • 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.
  • 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.
  • Monitor relevant event- and member-related email inboxes and assign relevant staff members to follow up with inquiries.
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.
Requirements
  • 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.

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