The Executive Assistant provides high-level administrative support to the Chief Executive Officer and Board of Directors by conducting research, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and meetings, booking travel, and managing the CEO’s calendar.
ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:
Supporting Chief Executive Officer
Manages and maintains CEO’s calendar in Microsoft Office
Prepares and manages correspondence
Coordinates catering for meetings scheduled by Executive Office
Manages all meeting management – schedules conference calls and meetings, prepares agendas, takes minutes and follows up on action items
Prepares and submits CEO’s expense reports and invoices to be paid
Conducts research, compiles data, and prepares papers for consideration and presentation by Executive
Assists with special projects and various administrative duties as requested
Supporting Board of Directors
Provides administrative support to the President, President-Elect, and Vice President
Organizes and maintains clear and logical file system and correspondence
Manages and coordinates all activities for Board meetings; this includes working closely with the Meetings department to produce successful meetings
Prepares Board meeting materials
Works closely with CEO in reviewing and updating all Board and general association policies as needed
Manages and coordinates all activities for the AIHA Annual Election of Officers and Directors, including managing all logistics for the Nominating Committee
General Office Support
Maintains pantry near CEO’s office
Maintains records in database
Provides clerical support to other departments
Bachelor’s degree preferred although experience will be considered in lieu of degree
Previous experience working in an association or non-profit organization
At least 5 years administrative experience
Hands on experience working with an Association Management System or other type of database strongly preferred
Exemplary attention to detail and a customer service focused mindset
Able to handle confidential information and use discretion when necessary
Extensive knowledge of Microsoft products (Outlook, Word, Excel, PowerPoint)
Must be able to work with employees at all levels and exhibit excellent organizational and communication skills.
Demonstrates flexibility and adaptability in his/her work style to better respond to multiple requests/tasks, shifting priorities and informational needs as the business continues to grow
Must be a team-oriented person who can share information, goals, opportunities, and successes with the appropriate parties.
Must be a self-starter who is able to work independently, understands the need for detail in the midst of work being done within a much larger picture;
Thinks outside the box, looks for creative ways to take action
Some travel required (Board meeting and conference attendance).
Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
CERTIFICATES, LICENSES, REGISTRATIONS
While performing the duties of this job, the employee is frequently required to talk or hear. The employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. Travel is required to and from events and the annual association conference. Ability to work additional hours as required.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
About American Industrial Hygiene Association (AIHA)
Founded in 1939, AIHA is a nonprofit organization devoted to achieving and maintaining the highest professional standards for its members. More than half of the nearly 8,500 members are certified industrial hygienists (CIHs), and many hold other professional designations. AIHA
administers comprehensive education programs that keep occupational and environmental health and safety (OEHS) professionals current in the field of industrial hygiene.?
AIHA is one of the largest international associations serving OEHS professionals practicing industrial hygiene and is a resource for those in large corporations, small businesses and who work independently as consultants.?