Executive Assistant

Executive Assistant Duties

The executive assistant is expected, on a routine basis, to be able to:

• Perform a variety of confidential and complex administrative assignments on behalf of the executive director including scheduling appointments as needed, including recurring meetings such as staff meetings, briefings for external parties in advance of Commission meetings, and recurring annual events.
• Preparing and briefing the executive director on confidential matters to be considered before scheduled meetings, keeping executive director advised on time, place and topics to be discussed.
• Making all necessary travel arrangements for the executive director, including scheduling visits, making hotel and travel reservations, maintaining contact with executive director while en route, writing necessary correspondence upon return.
• Preparing and submitting travel reimbursement vouchers in accordance with Federal Travel Regulations (FTR) and internal travel policies.
• Reviewing incoming correspondence for the executive director, including requests for meetings, screening out items that can be handled personally or forwarded to other appropriate staff for action.
• Providing support with other tasks as assigned, particularly those that are of a confidential, sensitive, or high-priority nature.

Provide support for the Commission meetings, including:

• Securing and independently managing operational contracts supporting on-site meeting support, to include researching, negotiating, and managing contracts and invoices, for meeting venues, hotels, MACPAC's travel agent, transcription services, and other necessary contractual support.
• Managing travel purchase requests, reimbursement vouchers, and lodging reservations for travelers, ensuring that hotel has accurate guest list and dates of reservations.
• Assessing other meeting needs such as security, parking, and supplies.
• Assembling materials to distribute to Commissioners in advance of the meeting.
• Working with other staff to ensure that appropriate materials are posted to the website, available for projection and meeting attendees.
• Working with other operations staff and vendors to ensure that all meeting needs are addressed; and providing onsite logistical support.

Provide support to Commissioners by:

• Scheduling meetings with Chair, Vice Chair, conflict of interest committee; etc.
• Addressing needs regarding accessibility of meeting materials, including reformatting as needed.
• Communicating promptly and proactively before and after travel to coordinate travel arrangements.
• Preparing and submitting travel purchase requests and reimbursement vouchers and relevant documentation in accordance with the FTR and internal travel policies.
• Reviewing and approving travel reservations reserved through MACPAC's travel agency, including monitoring ticketing and adherence to the FTR.
• Maintaining internal records related to contact information, addresses, assistants and their contact information; and preparing materials for orientation, including annual coordination of the Commissioner Handbook.

Maintain organizational files for archival purposes, including meeting materials, publications, and official correspondence, coordinating with leadership regarding compliance with National Archives and Records Administration requirements; assist communications team with maintenance of the email distribution list and daily clips that reference MACPAC and its work; and perform other duties as assigned, demonstrating commitment to team and personal success.