Organization: The National Association of College & University Food Services 

Location: Lansing, MI

Pay Range: $61,413 - $83,088

Summary: 

The executive assistant provides secretarial and administrative support to the president / CEO and maintains a position of high visibility to board members and key volunteers. The position performs a variety of complex and routine activities that may require access to highly confidential information. The executive assistant provides high-level organizational management support for the association and operation of the building.

Position Responsibilities:

Executive Support

•    Set appointments / schedule meetings and manage president / CEO calendar

•    Manage / screen president / CEO phone calls, may be required to back up others on general telephone coverage

•    Escorts president / CEO visitors

•    Make / manage travel arrangements for president / CEO

•    Type /create reports, letters, memos, minutes, and other documents for president / CEO 

•    Manage president / CEO expense reports

•    Conduct research and prepare documents to prepare president / CEO for meetings

•    Completes non-routine complex projects and assignments which may include creating spreadsheets or other confidential documents

•    Independently identifies and initiates process improvement areas with limited direction

•    Responds in executive’s absence to refer requests for action or information to the appropriate staff member if needed, and decides if executive should be notified of important or emergency matters

General Office Administration

•    Manage computer, IT and telecom issues in coordination with outsourced IT firm(s)

•    Manage office supply inventory 

•    Oversee physical plant (building) and manage contracts with building maintenance vendors

•    Perform various office management duties

•    Manage select confidential human resource responsibilities and records

•    Manage and retains association contract files

•    Oversees document retention policy and policy execution

•    Independently identifies and initiates process improvement areas with limited direction

Governance

•    Prepare Board meeting briefing books

•    Schedule, plan and execute Board meetings / meeting logistics

•    Schedule select committee meetings, including nominating committee

•    Prepare documents for select committee meetings, including nominating committee

•    Provide overall support for board nomination / officer process

•    Build and maintain relationships Board members and key volunteers

•    Develop budgets for governance related functions

•    Coordinate Board travel and Board member expenses for Board meetings

•    Maintain Policies & Procedures Manual

Qualifications:

•    Bachelor’s degree

•    Significant experience working in an administrative capacity with high level executives

•    Prior work experience with an association or non-profit organization preferred

Skills/Knowledge/Abilities (SKA) Required:

•    Strong interpersonal skills

•    Strong customer service skills

•    Strong time management skills

•    Strong organizational skills

•    Strong communication skills

•    Strong proofreading skills

•    Strong project management skills

•    Eye for detail with history of accurate, precise work

•    Ability to collaborate with wide range of people

•    Ability to efficiently create and maintain a teamwork environment

•    Ability to analyze and interpret statistical data in order to make recommendations

•    Proficiency with Microsoft Office Suite

•    Proficiency with office machinery and equipment