Executive Assistant

• Serve as the primary administrative staff liaison for assigned committees
• Prepare meeting agendas, packets, and minutes
• track member attendance
• Advise committee chairs/vice chairs and members, facilitating communications and strategic action
• Organize meeting logistics, including room setup, audiovisual needs, and attendance tracking
• Coordinate and share agendas, meeting notes, reports, and correspondence
• Collaborate with volunteer leadership to set direction and ensure successful planning and implementation of activities
• Transcribe meeting minutes, attend events, and serve as the main point of contact for committee communications
• Follow up on assignments, submit documents and communications promptly
• Manage committee swag and t-shirt orders with vendors
• Monitor committee budgets for supplies and ad hoc expenses
• Communicate marketing needs to internal marketing staff
• Procure and replenish supplies for committee functions
• Assist with Young Professional Network (YPN) “Who’s Who Under 40” application process, application management, and finalist tracking
• Support staff appreciation and engagement initiatives
• Attend and support major organizational events
• Ensure committee materials, signage, and volunteers are prepared for events
• Staff event functions/tables as needed
• Provide on-site support to department leadership for executive and board meetings
• Order office and catering supplies
• provide purchase documentation for accounts payable processing
• Restock supply rooms and maintain inventory of beverages and snacks for meeting rooms
• Support travel booking for staff and volunteers
• Assist with scheduling meetings, emailing attendees, and tracking responses
• Serve as backup for food ordering for committees as needed

• Excellent verbal and written communication skills
• Professional, respectful demeanor when interacting with team members and stakeholders
• Strong organizational, coordination, and time management abilities
• attention to detail and deadline-driven
• Effective interpersonal and teamwork skills
• Experience taking and transcribing meeting minutes
• Proficiency with Microsoft Word, Outlook, Excel, and membership databases
• Ability to manage virtual meetings (e.g., Zoom)
• High school diploma/equivalent required
• two or more years of college and/or equivalent experience preferred
• 3+ years demonstrated administrative and project coordination experience highly preferred
• Experience supporting associations or nonprofit organizations is advantageous

Experience supporting associations or nonprofit organizations

• medical, vision, dental, and life and disability insurance
• eligible to enroll in our company 401(k) plan