Executive Assistant to the President

RPStaffing is conducting an immediate direct-hire search for the Executive Assistant to the President and CEO of a major trade group based in Washington, DC. This role offers a competitive salary, excellent stability, and outstanding benefits.Candidates must be currently living in the Washington DC areaJob TitleExecutive Assistant to the President and CEOAnnual Base Salary$90,000 - $110,000 depending on experience Search StatusDirect HireHybrid Schedule RemoteMonday/ Friday OnsiteTuesday/ Wednesday/ ThursdayHours9:00 to 5:00FLSA StatusExemptLocationWashington, DCHealth Benefits: Medical/Vision/DentalSUMMARYThe Executive Assistant to the President and CEO's primary responsibility is to provide executive level support to the President and CEO and the Executive Management Office. This position has extensive contact with various constituencies including members, the Board of Directors, and other association executives. Key responsibilities include clerical duties, complex calendar coordination, arranging travel itineraries and logistical support, communication with key stakeholders, meeting management and acting as the CEO's primary point of contact. The Executive Assistant must operate with a high level of professionalism, handling sensitive information with the utmost discretion. The position requires a motivated, well-organized, detail-oriented person with strong communication skills, both written and oral, and must be able to work independently.ESSENTIAL DUTIES AND RESPONSIBILITIESTo perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned.Provide executive level administrative support to the President and CEO and the Executive Management Office and is responsible for the day-to-day management of the President's schedule and office.Perform a variety of administrative duties such as word processing, preparing correspondence, maintaining paper and computer-based files, answering and screening telephone calls, handling invoices, preparing expense reports, preparing the President and CEO's lobbying timesheets and opening/distributing mail.Working with the Vice President, Executive Policy Management and Communication oversee communication with and meetings of the Board of Directors, Executive Committee and officers and work with the Meeting and Events Director on Board meeting logistics and execution. Manage the preparation of the agenda, materials, presentations and prep meetings for Board and Executive Committee meetings.Play a pivotal role in coordinating the Executive Team and ensuring that major initiatives emanating from the President's office and/or related to the Board of Directors are accomplished in a timely and professional manner.Manage all scheduling requests and oversee all scheduling of the President and CEO and inform department heads as needed. Coordinate the driver for the President and CEO's schedule. Coordinate meeting materials for the President and CEO prior to key meetings including briefing memos and/or meetings, handouts, and presentations.Oversee extensive communication with various constituencies including members and Board of Directors members, franchise company personnel and other association executives.Coordinate all domestic and international travel arrangements and logistics (hotel, rental car, restaurant reservations, and other travel-related needs) for the President and CEO and the Executive Management Office.Coordinate, facilitate, and provide support for various conferences, meetings, and events with a high degree of diplomacy. Set up meeting registration sites. Manage phone and video conferencing connections. Coordinate highly visible meetings, support guests during these meetings and handle food set-up and clean-up.Serve as back-up to the Meeting and Events Director when she/he is traveling or otherwise absent from the office.The ability to travel as needed, including overnight.BENEFITSAnnual Bonus Potential: Incentive bonus paid in December based on performanceAnnual Retirement Benefits: 401k pension with employer matchHealth/ Dental/ Vision InsuranceParking: If parking not elected eligible for SmarTrip Metro Benefit $85 p/monthVacation: 10 Days (full year employment)Sick Leave: 2 days each yearPersonal Leave: 2 Floating HolidaysSummer Bonus Leave: 6 Half Day FridaysEducation Assistance401k DeferralFlexible Spending Account: Medical - ($3,300 max) and Dependent Care ($5,000 max)SUPERVISORY RESPONSIBILITIESThere are no supervisory responsibilities in this position. However, for specific special projects, the position often requires leadership skills.COMPETENCIESTo perform the job successfully, an individual should demonstrate the following competencies.Adaptability - Projects a positive demeanor regardless of changes in working conditions. Shows the ability to manage multiple conflicting priorities with great diplomacy. Demonstrates flexibility in the face of change.Teamwork - Works well in a fast-paced, team-oriented organization, often supporting fellow colleagues and playing a coordinating role with department heads and President to achieve desired outcome.Judgement - Utilizes strong judgement, knows when to ask questions, and maintains impeccable confidentiality.Problem Solving - Thinks ahead to identify potential problem areas or needs and works to address them proactively.Communications - Exhibits strong interpersonal, listening and communication skills. Proactively keeps others adequately informed. Uses high quality, professional oral and written skills to project a positive image of the association.Dependability - Meets attendance and punctuality guidelines. Takes responsibility for own actions.Planning and Organization - High level time management skills. Ability to meet tight deadlines.Works in an organized manner and makes integrations change smoothly.Quality - Demonstrates strong accuracy, attention to detail and thoroughness. Displays commitment to excellence.Use of Technology - Adapts to new technologies. Demonstrates required skills. Uses technology to increase productivity.QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:Education/Experience - High school diploma required, Bachelor's Degree in Business Administration or related field preferred, and minimum of five years' experience as an executive assistant.Planning & Organization Must be professional, self-motivated, flexible, demonstrate strong judgement and able to juggle multiple tasks in this fast-paced environment.Computer Skills Demonstrates advanced proficiency of Microsoft Office 365 applications: Word, Excel, PowerPoint, Outlook, and OneNote. Knowledge of meeting and video conference software. Quickly adapts to new technology, can troubleshoot basic technical issues, and can easily acquire new technical skills.Language Skills Must communicate professionally with a diverse group of people, including high level executives.Ability to communicate effectively with the public and other Team Members.Professionalism Demonstrates strong customer service skills. Ability to stay calm under pressure. Treats others with respect and consideration regardless of their status or position. Always be polite but firm when dealing with difficult, impatient, or upset people.Reasoning Skills Ability to apply concepts of basic mathematics. Analyzing information, problems, situations, practices, or procedures. Identify relevant concerns or factors. Identify patterns, tendencies, and relationships. Recognize alternatives and their implications.Strong and dedicated team player Ability to work well with others as part of a team. Puts success of team above own interests and supports organization's overall success.WORK ENVIRONMENTThe association is a fast-paced, demanding public policy organization where meeting the needs of multiple members in a timely, informed manner is paramount. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. The noise level in the work environment is usually moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 45 poundsThis description was prepared by RPStaffing and is subject to change. This has been designed to indicate the general nature and level of work performed by employees within this job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This job may be modified at any time by adding or removing duties. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Benefits, hours, onsite status, and locations are subject to change. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Created: 2025-02-24