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Executive Assistant

Reports to: Director of Education & Events

Overview:

We are looking for a well-organized Executive Assistant to provide support for the President of the Association, and Director of Education & Events. This is a fantastic opportunity to establish working relationships with high-level executives and contribute to the overall efficiency of our organization.

Responsibilities: The Executive Assistant executes a wide variety of activities related to managing all CNCDA entities governance responsibilities, and provides administrative support to the President, and Director of Education & Events. Interacts with staff across the organization in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality. Expert level written and verbal communications skill, strong decision-making ability, attention to detail, and the ability to take the initiative.

Association Management

  • Function as Board Liaison and provide VIP customer service to the Board of Directors and Committee members for all CNCDA entities.
  • Manage all board meetings: hotel rooms, scheduling, preparation of board materials, and close out of meetings.
  • Maintain all CNCDA entities’ minutes and bylaws.
  • Annually manage and implement Board of Directors and Regional Vice President elections.
  • Support President with managing License Vendor and contracted Sponsor agreements including maintain agreement tracking, website updates, and membership list distribution.
  • Responsible for NADA PAC contributor phone banks including, calendaring, materials, scheduling, etc. 
  • Responsible for NADA PAC contribution tracking and distribution.
  • Projects and other duties as assigned

Administrative

  • Heavy calendar management, requiring interaction with both internal and external stakeholders, as well as CNCDA members for CNCDA. Calendars include:
    • CNCDA master
    • President
  • Meeting coordination, scheduling, and booking travel.
  • Manage incoming and outgoing electronic communications on behalf of the CNCDA President.
  • Assist the CNCDA President with preparation of presentation materials.
  • Responsible for NADA PAC contributor phone banks including, calendaring, materials, scheduling, etc.
  • Responsible for NADA PAC contribution tracking and distribution.
  • Proofread, edit, format, send, and file various correspondence.
  • Assist with the preparation of expense reports.
  • Open President’s mail.
  • Assist with projects and related duties as assigned.

Education & Events:

  • Provide support during webinars for members who are having issues logging in.
  • Assist with member registration at events.
  • Create and keep a list of vendors for sponsor gifts.
  • Assist with:
    • Printing name badges & confirming lists are correct
    • Collating event materials
    • Slide deck production
    • Packing & shipping
    • MCLE certificate verifications
    • Staffing for special events, such as our annual lobby day, seminars, etc.
    • Projects and other duties as assigned.

Qualifications:

  • 5+ years’ experience as an Executive Assistant.
  • High School graduation or GED required. College coursework/degree a plus.
  • Strong knowledge of Microsoft Excel, Word, PowerPoint, Outlook, and the ability to learn new programs as needed.
  • Professional demeanor and positive attitude.
  • The ability to work independently with little supervision and be initiative-taking with the ability to multi-task and meet tight deadlines.
  • Experience managing a wide range of administrative and senior support-related tasks.
  • Superior organization skills and capable of managing the administrative challenges that come with supporting senior executives.
  • Expert-level written and verbal communication skills, strong decision-making ability, and attention to detail.
  • Team player with the ability to balance multiple projects simultaneously.
  • Quickly absorbs and adapts to change.
  • Able to work independently and take the initiative.

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