Position Description—Executive Administrative Assistant
Air Conditioning Contractors of America
JOB PURPOSE: The Executive Administrative Assistant position provides advanced administrative support and relief of administrative detail to association’s President & CEO “executive”, availing them the additional time for their top management responsibilities.
JOB DUTIES: The incumbent is responsible for contributing to the efficient use of the executive’s time by relieving the executive of those administrative details capable of being delegated.
Provides administrative assistance to support the executive in daily work, i.e., follows-up on deadlines and insuring information is available, communicates with people inside and outside the association, researches and gathers information, completes projects and assignments, etc.
Handles multiple tasks under tight deadlines, maintain flexibility to handle multiple tasks and work proactively in a team environment.
Utilizes discretion, judgement and initiative to continue the work responsibilities of the office when the executive is unavailable in an efficient manner. The incumbent must determine what can be independently or needs to be handled immediately by the executive’s senior staff. Works with highly sensitive and confidential information.
Determines within moderately well-defined limits the activities and duties that can be executed without the personal review or clearance of the executive.
The incumbent is responsible for maintaining the executive’s calendar, schedules meetings requested, determines priorities when conflicts arise, consults with executive when necessary, processes paper and electronic communications, prepares responses when appropriate and routes mail which does not require executive’s attention.
Ensures travel and lodging accommodations as required by the executive. Reconciles executive’s expenses statement.
Coordinates special events involving Board of Directors, industry leaders, and business associates and employee and association events.
Assist with organizing and overseeing overall office operation
Create, organize, set up, and maintain central files and office calendar
Perform normal database entry and word processing
Prepare and type correspondence
Draft and respond to correspondence, memos etc. Edit and distribute documents.
Maintain office inventory and purchase supplies/equipment as needed
Responsible for upkeep and replacement of office equipment such as copiers, faxes, phone system, mail machine etc.
Process office invoices and expense reports
Assist the staff with data entry and getting out mass mailings
Able to create written documents containing excellent grammar and spelling; editing and proof-reading skills desired.
Proficient in Microsoft Office. Familiarity with WEB-based search engines required.
Knowledge of CRM systems a plus.
Keep abreast of industry issues utilizing trade journals and other appropriate media.
Prepare personal correspondence to members mentioned in trade journals or other media (congratulating / thanking etc.)
Update and maintain staff directories, and perform other HR related functions when needed (ensuring phone coverage, keys, birthdays, anniversaries etc.)
BACKGROUND/EXPERIENCE: This position requires the individuals to have excellent interpersonal skills and the ability communicate effectively and skillfully with individuals at all levels. The individual must be able to think and work independently, have superior organizational skills and maintain a high-level of confidentiality.
Education/Experience: Associate degree or experience related to office management and or membership recruitment and retention may be substituted for degree requirement.
Special Knowledge, Skills, and Abilities
Knowledge of bylaws, relevant policies and procedures
Flexibility on hours worked and teleworking available.
Location: Air Conditioning Contractors of America National HQ, Arlington, VA
Reports to: President & CEO
The Air Conditioning Contractors of America (ACCA), is the nation’s premier trade association for heating, ventilation, air conditioning, and refrigeration contractors. ACCA’s member companies provide quality service in heating, air conditioning, refrigeration, building and home performance, solar, hydronics, and plumbing. ACCA has created the nationally-recognized and industry-endorsed standards needed to ensure HVACR systems are properly installed and maintained. Learn more at www.acca.org.
Please submit resume and cover letter to Human Resources, at HR@acca.org.
About AIR CONDITIONING CONTRACTORS OF AMERICA
The Air Conditioning Contractors of America (ACCA) is the national non-profit trade association representing the educational, policy, and technical interests of the small businesses that design, install, and maintain indoor environmental systems. Representing over 5,000 members, the organization has a staff of 20 and is conveniently located just off of Rte. 395 in Shirlington Village. ACCA offers a full array of benefits including health and dental and a comprehensive 401(k) plan.