Executive Assistant

Description The Executive Assistant (EA) provides executive support directly to the Chief Executive Officer (CEO) of the Mathematical Association of America (MAA). The role’s primary focus is on facilitating the CEO’s ability to effectively lead the organization. The EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Office. The EA also serves as a liaison to the Board of Directors, Council and Committee Chairs, Congress and MAA staff; serves as assistant to MAA Secretary; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs. Executive Office Support : Manage a broad variety of administrative tasks for the CEO including: calendar management; meeting planning; file and record keeping for the executive office; expense reports; composing and preparing correspondence that is sometimes confidential; assisting with travel plans, itineraries, and agendas; and compiling documents. Plan, coordinate, and ensure the CEO's schedule is maintained. Communicate directly, and on behalf of the CEO, with MAA leadership and staff, Board members, donors, and other constituents, on matters related to the CEO’s initiatives. Assist the CEO with the execution and management of the MAA’s strategic plan. Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response. Provide communication between the CEO's office and MAA staff; maintain credibility and trust. Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Serve as a "barometer," having a sense for the issues taking place in the internal and external environments and keeping the CEO updated. Maintain organizational documents such as organizational charts, phone lists, and required documents for staff via the MAA Connect. Build relationships crucial to the success of the organization and manage a variety of special projects for the President which often have organizational impact. Manage guest lists and invitations for all high-level functions hosted by the CEO. Communicate with building regarding requests for repairs etc. Order all office supplies and coordinate maintenance and repairs, Keep database of Key Fobs and communicate with Kastle and building staff with adds and deletes Provide support to various MAA teams and special projects at the direction of the CEO. Board of Directors and Governance Support: Manage a broad variety of administrative governance related tasks for the Board President and Board Secretary, the Board of Directors, Congress and Committee and Council Chairs including: calendar management for MAA commitments; meeting planning; file and record keeping; expense reports; and composing and preparing correspondence. Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. Manage the Section elections process in coordination with the Section Officers by gathering ballot information from the nominating committees and candidates, ballot preparation with the election vendor, and post-election communication and administrative management. Manage along with Secretary all the award processes. Assembling packages for prize committees, notifying winners, collecting information from committees and winners, preparing spreadsheets and documents for accounting and communications. Manage MAA Committee List databases the Association Management System (AMS) in coordination with the MAA Board Secretary. Maintain governance webpages on the MAA website Work with internal Marketing & Communications team on governance related communications. Manage guest lists and invitations for all high-level functions hosted by the Board President. Requirements To perform this job successfully, an individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required. Education Bachelors degree, required Experience 5+ years supporting an executive office, required Experience working with a Board of Directors for a membership association or non-profit experience, highly desirable Knowledge, Skills, and Abilities Exceptional communication and interpersonal skills both written and verbal. Strong grammatical skills for proof reading and editing. Proficiency with MS Office Suite and other technology including web-based systems (i.e. Google Docs, AMS systems, intranet administration). Ability to learn new technologies and systems and support their integration into administrative tasks Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Ability to exercise sound judgment, use discretion, and maintain confidentiality. Ability to maintain cooperative and mutually beneficial relationships. Ability to handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. Ability to work effectively as an individual contributor and as a highly resourceful team player. Demonstrates the highest level of customer/client service and response. Forward looking thinker, who actively seeks opportunities and proposes solutions. Demonstrates problem-solving and decision making capabilities. Working Conditions General office environment. Occasional weekend/evening work to attend meetings and conferences Limited travel (