Executive Assistant

Summary The Executive Assistant supports the Chief Executive Officer and Executive Vice President, Business Strategy and Industry Engagement to ensure smooth operation of and alignment within a fast-paced, mission-driven organization. This position is responsible for providing a full spectrum of executive-level support and collaborating with internal colleagues and external stakeholders, exercising sound judgment to ensure efficient and productive daily operations. As a trusted partner to leadership, this role plays a pivotal role in supporting the association to advance strategic priorities and deliver meaningful outcomes for the travel industry. Provide sophisticated administrative support to the CEO and EVP, including strategic calendar coordination, complex travel arrangements, expense management and invoice processing. Manage speaking engagements for both executives, including coordination of prep calls, gathering talking points and briefing documents from internal colleagues and coordinating logistics with external contacts. Prepare and anticipate executive needs in advance of internal and external engagements, including committee meetings, media interviews, congressional hearings, the association’s annual tradeshow, conferences, events and other engagements. Organize daily/weekly/monthly decisions, projects, action items and issues for both executives’ attention. Serve as project manager for the association’s governing bodies (U.S. Travel’s Board of Directors, Executive Board, Finance Committee, Compensation Committee and Nominating and Membership Committee), including tracking participation and attendance, coordinating necessary internal prep meetings and external calendar invitations and supporting meeting preparation and follow-up. Partner with membership team to share intelligence and increase engagement with members and prospects interacting with the CEO and EVP. Draft, review and send executive correspondence as needed—communicating on behalf of either executive on urgent matters as directed. Compile and share upcoming external executive engagement through the weekly internal staff newsletter to enhance organizational awareness. Continuously improve administrative processes, identifying challenges and recommending and implementing solutions to enhance effectiveness and streamline workflows. Serve as exemplary representative of organization culture to U.S. Travel colleagues, members and external stakeholders. Additional project management duties as determined by the VP. Summary The Executive Assistant supports the Chief Executive Officer and Executive Vice President, Business Strategy and Industry Engagement to ensure smooth operation of and alignment within a fast-paced, mission-driven organization. This position is responsible for providing a full spectrum of executive-level support and collaborating with internal colleagues and external stakeholders, exercising sound judgment to ensure efficient and productive daily operations. As a trusted partner to leadership, this role plays a pivotal role in supporting the association to advance strategic priorities and deliver meaningful outcomes for the travel industry. Essential Duties And Responsibilities Provide sophisticated administrative support to the CEO and EVP, including strategic calendar coordination, complex travel arrangements, expense management and invoice processing. Manage speaking engagements for both executives, including coordination of prep calls, gathering talking points and briefing documents from internal colleagues and coordinating logistics with external contacts. Prepare and anticipate executive needs in advance of internal and external engagements, including committee meetings, media interviews, congressional hearings, the association’s annual tradeshow, conferences, events and other engagements. Organize daily/weekly/monthly decisions, projects, action items and issues for both executives’ attention. Serve as project manager for the association’s governing bodies (U.S. Travel’s Board of Directors, Executive Board, Finance Committee, Compensation Committee and Nominating and Membership Committee), including tracking participation and attendance, coordinating necessary internal prep meetings and external calendar invitations and supporting meeting preparation and follow-up. Partner with membership team to share intelligence and increase engagement with members and prospects interacting with the CEO and EVP. Draft, review and send executive correspondence as needed—communicating on behalf of either executive on urgent matters as directed. Compile and share upcoming external executive engagement through the weekly internal staff newsletter to enhance organizational awareness. Continuously improve administrative processes, identifying challenges and recommending and implementing solutions to enhance effectiveness and streamline workflows. Serve as exemplary representative of organization culture to U.S. Travel colleagues, members and external stakeholders. Additional project management duties as determined by the VP. Qualifications Associate or bachelor’s degree in business or a related field preferred. A minimum of seven (7) years of experience as an executive assistant or project manager in a fast-paced team environment. Prior experience supporting a Chief Executive Officer, C-suite executive and a Board is strongly preferred. Ability to proactively anticipate the needs of executives and collaborate with appropriate colleagues or departments to drive progress and solve issues. Proficiency in Microsoft Office suite, including Outlook, SharePoint, PowerPoint, Excel and Word. Strong attention to detail, planning and organizational skills. Exceptional written and verbal communication skills. Proven ability to manage multiple priorities with precision, professionalism and discretion. Other Position based in Washington, DC. U.S. Travel staff work in the office Tuesdays, Wednesdays and Thursdays with the option to work remotely on Mondays and Fridays. Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Salary: 90-120K plus bonus potential. Benefits Comprehensive healthcare package with fertility coverage Generous paid leave including family leave Transportation and cell phone benefits Robust wellness initiatives and Employee Assistance Plan (EAP) Snacks, lunches, and many opportunities for social connections Education and professional development assistance #J-18808-Ljbffr