The American Land Title Association, a non-partisan, national trade association representing the land title and real estate settlement industry, seeks an administrative professional to provide instrumental in-person administrative, clerical, and project management support to the Chief Executive Officer (CEO). This role effectively manages the day-to-day operations of the CEO’s calendar and office, as well as providing administrative assistance to three other executive team members. In addition, this position supports the Association needs of our volunteer Board of Governors. Confidentiality, discretion, and a high standard of accountability are key characteristics of a successful Executive Scheduler, as is the ability to work independently, multi-task, prioritize, and meet deadlines. The ideal candidate is detail-oriented, a confident self-starter, a creative problem-solver, and possesses exemplary time management and organization skills with the flexibility to adapt to dynamic schedules and priorities.
Reports to: Chief Executive Officer
Duties & Responsibilities:
Develop and apply a high level of understanding and awareness of the CEO’s business priorities and other relevant information to effectively manage projects, inquires, and requests.
Proactively anticipate the CEO’s business needs and ensure information arrives at the correct time, deadlines are met, and follow-up is appropriately managed.
Track, monitor, and oversee the timely completion of projects, initiatives, and strategies from Development through execution under the guidance of the CEO.
Administrative and clerical responsibilities include, but are not limited to:
Managing an active calendar of appointments
Arranging complex and detailed travel plan logistics (flights, lodging, car rental, event registrations, etc.) for the CEO
Scheduling in-person and virtual meetings for the CEO, including the monthly staff meeting, and managing the necessary logistics
Preparing and/or editing correspondences and presentations
Completing expense reports for the CEO and executive team members
Maintaining physical and electronic files
Managing incoming and outgoing mailboxes (physical and email)
Screening all phone calls routed to the CEO from the front desk phone line
Assist the CEO and executive team members with meeting materials and logistics that may include, but are not limited to:
Communicate schedule for Board meetings to board members
Packing and distributing meeting materials
Updating the leadership manual annually
Planning and organizing the orientation for new board members
Coordinating Board members’ travel with their assistants for all board meetings, ALTA’s major conferences, and ALTA meetings
Providing personalized schedules and travel information for all major conventions
Supporting the meetings department with related needs at board meetings and major conventions
Creating, updating, and distributing the agenda for Board meetings and calls, as well as ensuring the timely and accurate completion of the Association’s Board Reports three times per year
Serve as a point of contact for, and liaise on behalf of, the CEO with Board members, staff, and external stakeholders at all levels.
Serve as primary contact for and coordinate all aspects of Board members involvement at annual state land title association conventions including conference logistics, all relevant materials, prep meetings, expense reimbursements and other duties as necessary.
Serve as primary liaison to the CEO’s in-office guests by providing business assistance and hosting needs as required.
Perform routine data entry, filing, editing, answering of phones, etc.
Additional general duties include speaking to members and outside contacts, contributing to ALTA administrative projects, and other duties as assigned.
Preferred Qualifications:
Education: Bachelor’s degree in business or related field strongly preferred
Experience: Minimum of 5 years’ experience managing the day-to-day schedule and professional activities of a senior executive strongly preferred
Intermediate or higher competency in using Microsoft Office (particularly SharePoint, Word, Excel, Outlook, and PowerPoint), and other business software and machines
Experience in project management and interacting with executive leadership
Must be a citizen or legal resident of the United States, or hold a visa that permits work in the United States without being sponsored by an employer
Business travel: estimated 5-10% per year
Background check: required
Preferred Characteristics:
Exemplary time management and organization skills with the flexibility to adapt to dynamic schedules and priorities
Comfortable keeping a complex schedule and relaying scheduling changes to the CEO, Executive Team, Board of Governors, and other groups in a timely manner
Excellent verbal and written communication skills, using tact and diplomacy in a busy environment
Ability to work independently, multi-task, prioritize, and meet deadlines
Thrive in a fast-paced work environment
Confident self-starter, detail-oriented, and a creative approach to problem-solving
Hold a high standard of accountability to oneself, the CEO, and the Association
Confidentiality and discretion are key
Benefits Include:
Medical, Dental, and Vision coverage offered
Retirement planning with a 401(k) program offered after 6 months, employer matching contributions available up to 5%
On-site fitness facility (no gym fee) with the option to purchase group fitness classes or contract with a personal trainer
Complimentary office refreshments include drip-style coffees, huge selection of teas, sodas, and flavored sparking water
Company membership within ASAE (American Society of Association Executives) to encourage employees’ professional development and regional networking
…and more!
Salary: $65,000 to $85,000 (commensurate with experience)
How to Apply:
Click the link to complete the application online via Paylocity.
No phone calls please. Applicants may be asked to complete an AcuMax Index pre-hiring assessment (5 minute survey) in addition to submitting a resume and cover letter.
The American Land Title Association is an Equal Opportunity Employer.
The American Land Title Association®, founded in 1907, is the national trade association and voice of the abstract* and title insurance industry. ALTA® members search, review and insure land titles to protect home buyers and mortgage lenders who invest in real estate. ALTA® is headquartered in Washington, DC.
Members of the association are in business in most counties across the nation. Nearly all title insurance companies hold ALTA® membership, in addition to abstracters* and title agents. Nearly 3,000 title agents, abstracters, and title insurance companies are Active members, ranging from small, one-county operations, to large national title insurers. Title insurers or underwriters also conduct business internationally in nearly 100 countries worldwide. Associate members of ALTA® may include attorneys, builders, developers, lenders, real estate brokers, surveyors, consultants, educational institutions, computer services firms, and related national trade associations.
