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Executive Assistant

Company: American Bankruptcy Institute
Location: Alexandria
Posted on: January 25, 2023

Job Description:

ABI has an immediate opening for an Executive Assistant to support ABI's Executive Director. An organized self-starter will provide top-tier administrative support to the Executive Director for the primary purpose of maximizing efficiency and effectiveness of the Executive Director and the senior leadership staff. The Executive Assistant manages the Executive Director's schedule and is responsible for coordinating all of the Association's Board and Executive Committee activities including meetings, board communications, assistance with electronic board book preparation and other administrative tasks related to meetings of the Board of Directors and Executive Committee. -
Essential Duties & Responsibilities -Supporting Executive Director (70% of effort)

  • Manage the Executive Director's schedule - providing a daily schedule with all necessary materials for the day's meetings
  • Manages all meeting needs for Executive Director - schedules conference calls and meetings (internally and externally), creates agendas and follows up on action items
  • Assists with booking travel, when needed
  • Organize and maintain files, records and correspondence both online and physical files
  • Drafts correspondence and other documents at the direction of the Executive Director
  • Provides general administrative and clerical support to the Executive Director
  • Manages expense report preparation and submission of receipts and description of charges of Executive Director
  • Assist Executive Director daily in responding to emails and creating priority tasks based upon email communications
  • Assist the Executive Director in preparing presentation materials
  • Determine priority of matters of attention for CEO; redirect matters to staff to handle, or handle matters personally, as appropriateSupporting Association Executive Committee and Board of Directors (10% of effort)
    • Assists CEO with agenda setting and material preparation for Board and related meetings
    • Assists with preparation of Board books, agendas, and presentations for Board and Executive Committee meetings
    • Serves as liaison to Board and Executive Committee for general communications, inquiries, and scheduling
    • Coordinates catering for Board and Executive Committee meetings scheduled by Executive Director with help of internal Meetings DepartmentSupporting COO and Senior Management (20% of effort)
      • Assists with special projects and various administrative and clerical duties as requested by the COO and Senior ABI ManagementRequired Experience:
        • Bachelor's Degree desired, but may not be required based on level of experience
        • At least 5 years of administrative experience, prefer 10 years related experience
        • Previous experience working in an association or non-profit organization a plus
        • Extensive knowledge of cloud-based file management systems (Box, Dropbox)
        • Knowledge of project management software (Asana, Basecamp)
        • Knowledge of CRM database (IMIS or Salesforce preferred) and AMS Marketing software (Pardot, Marketo, etc)
        • Proficient in Microsoft Office application (Outlook, Teams, Word, Excel, PowerPoint)
        • Experience with video conferencing platforms (i.e. Zoom, Microsoft Teams
        • Experience with Expense Management Software (Concur, Ramp, Amex)
        • Exemplary attention to detail and a customer service focused mindset
        • Excellent organization and communication skills, both written and verbal
        • Demonstrate flexibility and adaptability in your work style to better respond to multiple requests/tasks, shifting priorities, and informational needs
        • Be a self-starter who works independently
        • Think outside the box and look for creative ways to take action
        • Be able to handle confidential and sensitive information
        • Position is hybrid with limited in-person requirements

Keywords: American Bankruptcy Institute, Alexandria , Executive Assistant, Other , Alexandria, Virginia

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