Executive Assistant - Equity and Member Services

The National School Boards Association (NSBA) seeks a highly conscientious and experienced Executive Assistant to join the Equity and Member Services (EMS) team. The executive assistant will report to the Chief, Equity and Member Services Officer and will serve as a gatekeeper of communications and contact with association members, staff and the public with the EMS office.  This individual must possess strong interpersonal, written and oral communications skills; must be a self-starter with the ability to work in a collaborative team environment. Strong time management skills are a must.

Responsibilities include but are not limited to:

  • All operational, logistical, and communications details of organizational meetings involving the Chief, Equity and Member Services Officer;
  • Managing day-to-day operations and work flow, including complex calendar management;
  • Interacting with all organizational levels within, and external to NSBA on behalf of the Chief Member Services Officer and the EMS department; responding to requests; answering and screening calls; creating and populating daily meeting file folders; setting up meetings within and outside the organization, both in person and via conference calls; updates electronic rolodex;
  • Managing all travel activities, including responding to and arranging speaking engagements, scheduling extensive travel schedule, preparing itineraries and trip file.  Works with travel agency and utilizes tools (i.e., Internet) for finding best travel options.  Processes travel expenses and business reimbursements, special appearance RSVPs, and event registrations; prepares invoices as needed.
  • Preparing background information and briefing notes in support of various meetings, conferences and obligations.  Assisting in the process of report writing, the editing of speeches, preparing presentations and composing briefing papers.
  • Drafting, editing, proofing and sending correspondence; typing, proofing, and editing speeches.  Creating PowerPoint presentations when necessary, and conducting research as needed. Initiates correspondence independently for signature by appropriate executive staff; reviews materials for completeness, accuracy, format, and compliance with policies and procedures;
  • Assisting the Executive Assistant to the CEO in fulfilling requests for information from the NSBA Board of Directors and outside organizations;
  • Assisting in gathering information and posting NSBA Board Book on Board site.  Proofs documents from the Executive Operations office.  Conducts research, produces copies, sends and collects faxes and disseminates mail;
  • Maintaining supplies.  Generates business cards and stationery as necessary.
  • Preparing travel forms and maintaining travel information files for Chief Equity & Member Services Officer.
  • Preparing invoicing for reimbursement of state associations and other paid trips.
  • Maintaining official files of Equity & Member Services scheduling, meeting minutes, and agendas.  maintains permanent historical records of the members of the NSBA Councils (rosters, liaisons, committees, mentors, and travel;) and coordinates filing and archiving of agendas, minutes, highlights, terms of office, and re-election dates; personal information.  Maintains archiving of the associations’ governance materials including archiving of rosters and information.
  • Working closely with Managing Director on Equity related planning and events.
  • Working closely with the Director, State Associations planning and event coordination.
  • Working closely with NSBA meetings staff for planning and event coordination as necessary for NSBA annual conference planning.
  • Provides back up support for one other administrative staff as necessary.
  • Performs other duties as assigned.

 

Knowledge, Skills and Abilities

  • A deep interest in the mission of NSBA-Equity & Member Services focus.
  • Strong interpersonal and listening skills, including sensitivity and appreciation for diverse viewpoints.
  • Ability to communicate complex ideas and concepts in a clear and professional manner.
  • Ability to effectively use standard business software such as Microsoft Work.
  • PowerPoint and Excel; and to use the internet for research and information gathering.
  • Ability to handle sensitive information with strict confidentiality and maintain a high degree of professionalism.
  • Ability to exercise good judgement, with minimal supervision.
  • Ability to learn quickly, work well under pressure, meet deadlines, and complete tasks timely.
  • Ability to take initiative and to independently make decisions.

 

Education & Experience

  • Bachelor’s degree or equivalent combination of education and experience; minimum 5+ years, experience as an Executive Assistant reporting directly to senior management.
  • Work and/or volunteer experience in nonprofit, membership organization, or government sector desirable.
  • Advanced Microsoft office skills.

Qualified applicants should send resume, cover letter & salary requirements to: NSBA, Attn: HR/EMS Executive Assistant  1680 Duke Street, 2FL, Alexandria, VA 22314-3493.  Resumes may be e-mailed to jobs@nsba.org.

 

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