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Senior Administrative Assistant

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WorkatHome-JobBoard

12d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Arlington

AI generated summary

  • You need an associate's degree (bachelor's preferred), 5+ years supporting executives, excellent communication, time management skills, and proficiency in Microsoft Office and Adobe Acrobat.
  • You will provide administrative support to the Senior Team, manage committee communications, coordinate meetings, take minutes, handle travel, and assist with various special projects.

Requirements

  • - Associates degree required; Bachelor's degree from a 4-year college or university (preferred).
  • - 5 or more years of experience supporting executives, preferably in a trade association or non-profit organization.
  • - Familiarity with taking corporate minutes.
  • - Ability to provide exceptional internal and external customer service.
  • - Experience supporting meetings, including management of associated details and expenses.
  • - Well-organized and self-directed, with exceptional time management skills and attention to detail.
  • - Ability to work under tight deadlines, prioritize and efficiently manage multiple, complex projects.
  • - Positive attitude with the ability to handle a variety of issues and individuals on staff and outside the office with tact and courtesy.
  • - Excellent demonstrated oral and written communication skills.
  • - Proficiency in Microsoft Office (Outlook, Word, Excel, Power Point) and Adobe Acrobat.
  • - Travels out of town up to 5% of the year to support APPA's conferences, events, and meetings.
  • - Experience with cloud-based corporate board portals. (preferred)

Responsibilities

  • Administrative Support to the Senior Team
  • Provides administrative support to the Senior Team on a variety of tasks to include handling of sensitive, confidential, and non-routine information.
  • Administrative tasks include but are not limited to taking minutes; managing calendars; completing monthly expense reports on time; drafting, proofreading, and managing correspondence; arranging travel, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Works closely and effectively with the Senior Team to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Operates with a clear understanding of the breadth of projects within the Executive Team's purview.
  • Maintains good working relationships collaborating with staff across the association, while exercising good judgment and discretion.
  • Serves as back-up to the Executive Office and Board Governance Manager on duties related to supporting the President & CEO and Board of Directors. Also serves as back-up administrator for the board portal.
  • Assists with logistics for meetings that involve members of the Executive Office or Senior Team.
  • Committee Liaison
  • Serves as the primary administrative point of contact for the following committees: Finance and Audit Review Committee (FARC), Retirement Plan Advisory Committee (RPAC), Membership Committee, Non-Dues Revenue Committee, and IT Subcommittee.
  • Maintains critical connection between assigned Committees and APPA staff. Draft correspondence on behalf of Committee chairs for presentation to the Board of Directors. Effectively communicates and coordinates activities with executive assistants of Committee members.
  • Responsible for taking minutes at all assigned Committee meetings and tracking action items for follow-up. Organizes, tracks, maintains, and safeguards all files and correspondence. Ensures that all governance matters (e.g., charters, practices, and policies) are handled smoothly and effectively, per the APPA bylaws.
  • Responsible for archiving resolutions, agendas, historical committee information, and procedures in accordance with APPA's record retention policies. Ensures that materials are updated and properly maintained for Committees in the board portal. Generates applicable reports and documents.
  • Works with Senior Team to prepare required documents relating to effective operations of committee meetings. Tracks documents prepared or reviewed by legal counsel.
  • Provides support for assigned Committees, to include overseeing calendars, scheduling of meetings, drafting, and reviewing correspondence and meeting documents and tracking term limits. Responsible for assisting with onboarding of new Committee members and orientation sessions.
  • Other Duties
  • Works on logistics and documents related to the APPA Annual Business meeting.
  • Assist with annual Code of Conduct and Form 990 distribution and collection.
  • Serves as DocuSign user on behalf of Senior Team.
  • Assist with layout and formatting of PowerPoint presentations.
  • Process member updates and other contact information in Fonteva.
  • Update project management system (e.g., Asana) and provide reports for Board of Directors meetings.
  • Responsible for ensuring proper submission of expense reports.
  • Travels to Board meetings and other events as required.
  • Serves as an APPA Notary Public.
  • Assists with special projects, upon request.
  • Ability to work outside of normal work hours, as needed.
  • Performs other duties as assigned in support of the Executive Office, Senior Team, and APPA members.

FAQs

Is this position remote?

No, this is not a remote position. Candidates must be located in the DC, Maryland, or Virginia area.

What is the flexible work schedule policy?

APPA offers a flexible work schedule for full-time employees, and the option for telework is available after 2 months of employment with supervisor approval.

What are the primary responsibilities of the Senior Administrative Assistant?

The Senior Administrative Assistant provides administrative support to the Senior Team, manages calendars, arranges travel, takes minutes, drafts correspondence, and assists with logistics for meetings and committees.

What kind of experience is required for this position?

Candidates should have a minimum of 5 years of experience supporting executives, preferably in a trade association or non-profit organization.

Is prior experience with taking corporate minutes necessary?

Yes, familiarity with taking corporate minutes is required for this position.

What computer skills are needed for this role?

Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat is required.

Will the Senior Administrative Assistant be required to travel?

Yes, the position requires travel out of town up to 5% of the year to support APPA's conferences, events, and meetings.

What educational qualifications are preferred for this position?

An Associate's degree is required, while a Bachelor's degree from a 4-year college or university is preferred.

What qualities are important for a candidate applying for this role?

Candidates should possess exceptional organizational and people skills, strong written and verbal communication skills, a positive attitude, and the ability to handle multiple priorities efficiently.

What additional duties may be required in this position?

Additional duties include assisting with special projects, ensuring proper submission of expense reports, and working on logistics for the APPA Annual Business meeting, among others.

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