Executive Assistant

Job Description

Job Description

Description: The Executive Assistant reports directly to the President & CEO and works closely with the Vice Presidents of Economic Impact and Community Engagement and other NTCA staff to support the organization’s executive leadership, Board of Directors, governance functions, operational needs, and administrative processes. The Executive Assistant is expected to be proactive and anticipatory, staying several steps ahead of the CEO and leadership team by identifying upcoming needs, recognizing potential issues or gaps, preparing for contingencies, and taking appropriate action before problems arise, without requiring constant direction or follow-up from executive leadership. The position requires the judgment to distinguish between matters that can be handled independently, those requiring consultation, and those that should be elevated to the CEO or senior leadership. The Executive Assistant is expected to communicate with a high degree of professionalism, clarity, accuracy, and diplomacy. The position regularly communicates with NTCA staff, committee members, Board members, local businesses, external stakeholders, nonprofit organizations, public agencies, elected officials and their teams, vendors, community partners, and members of the public. This position offers an excellent opportunity to gain broad exposure to the many facets of a leading Destination Stewardship Organization and to contribute to work that directly supports the vitality and long-term health of the North Tahoe community. This role is designed to provide a strong foundation for individuals seeking to build a career in destination stewardship, community and economic development, hospitality and tourism, nonprofit leadership, organizational management, or executive administration. Requirements: Key Responsibilities

Executive & Leadership Support Provide high-level executive, administrative, organizational, and coordination support to the President & CEO and senior leadership team. Proactively anticipate needs, manage calendars and competing priorities, triage requests, prepare materials, track commitments, and ensure timely follow-through. Protect executive time and organizational focus through effective prioritization, communication, gatekeeping, and coordination. Support special projects, organizational initiatives, and cross-functional assignments. Board, Governance & Organizational Administration Coordinate NTCA Board of Directors and advisory committee meetings, including schedules, agendas, meeting materials, packets, notices, attendance, quorum, logistics, and follow-up. Administer Board elections, bylaw amendments, Form 700 filings, Conflict of Interest documentation, and other governance processes. Coordinate with Board members, staff, election auditors, vendors, property management companies, public agencies, and other partners to ensure processes are accurate, timely, confidential, and professionally executed. Maintain accurate organizational records, documentation, and governance information. Data, Reporting & Organizational Information Coordinate the weekly and monthly organizational data-collection initiatives. Collect, verify, maintain, and distribute information used to support NTCA reporting, communications, and organizational decision-making. Maintain accurate databases, records, schedules, and other organizational information. Office & Administrative Operations Oversee day-to-day administrative operations, including office supplies, mail, postage, equipment, vendors, service providers, records, and administrative systems. Maintain efficient organizational procedures, workflows, and quality-control practices. Identify and implement opportunities to improve administrative efficiency, accuracy, technology use, and organizational effectiveness. Events & Organizational Support Provide administrative and logistical support for NTCA programs, including Tuesday Breakfast Club, Board and committee activities, and other organizational events. Coordinate schedules, materials, communications, vendors, facilities, and other event requirements. Support organization-wide projects and initiatives as needed. Stakeholder Communication & Coordination Serve as a professional and responsive point of contact for internal and external stakeholders, including Board and committee members, businesses, nonprofit organizations, public agencies, elected officials and their teams, vendors, community partners, and the public. Communicate with discretion, accuracy, diplomacy, and professionalism while appropriately representing NTCA and supporting the priorities and expectations of executive leadership. Essential

Abilities

The successful candidate will demonstrate: Executive Partnership, Initiative & Judgment:

Ability to proactively anticipate the needs of the CEO, senior leadership, Board, and organization; identify issues and upcoming requirements; manage competing priorities; exercise sound independent judgment; solve problems; and determine when matters should be handled independently, coordinated with others, or elevated to executive leadership. Organization, Time Management & Follow-Through:

Exceptional ability to manage complex calendars, schedules, meetings, deadlines, projects, information, and competing demands. Communication & Professional Representation:

Ability to communicate clearly, professionally, accurately, and diplomatically with staff, Board and committee members, businesses, nonprofits, public agencies, elected officials and their teams, vendors, community partners, and the public. Ability to appropriately represent NTCA and convey the CEO’s tone, intent, priorities, and expectations when supporting the CEO. Discretion, Confidentiality:

Exceptional discretion and professional judgment in handling confidential and sensitive information. Accuracy & Quality Control:

Exceptional attention to detail and commitment to quality. Ability to independently proofread, verify information, identify errors or inconsistencies, maintain accurate records, and ensure work products are complete, timely, accurate, and professionally presented. Coordination & Relationship Management:

Strong ability to coordinate people, information, schedules, meetings, vendors, and organizational resources. Ability to establish and maintain effective working relationships with individuals and organizations representing a broad range of interests and perspectives. Technology & Adaptability:

Strong technical agility and ability to quickly learn and effectively use Microsoft Office, databases, collaboration and meeting platforms, scheduling systems, emerging technologies, and appropriate AI-enabled tools. Ability to troubleshoot routine administrative and technology issues and adapt to evolving organizational needs. Organizational Effectiveness:

Ability to follow established procedures while identifying opportunities to improve efficiency, accuracy, communication, technology use, and organizational effectiveness. Demonstrated ability to work effectively in a fast-paced environment and adapt priorities and workflow as needs change. Customer Service & Responsiveness:

Strong customer service orientation, professional telephone etiquette, and a high level of reliability, responsiveness, and service to internal and external stakeholders. Qualifications

Education High school diploma or equivalent required; associate's or bachelor's degree a plus. Additional education, coursework, or training in business administration, communications, hospitality, public administration, nonprofit management, or a related field is desirable. Experience Previous experience in executive assistance, administrative support, office administration, or a similar role. Experience supporting senior leadership, boards, committees, or other organizational leadership functions is highly desirable. Experience coordinating meetings, events, elections, governance processes, or other detail-oriented administrative processes is desirable. Hospitality, destination management, tourism, sales, chamber of commerce, nonprofit, or community organization experience is helpful. Strong customer service experience required. Technology

& Equipment Proficiency with Microsoft Office applications and standard office technology. Ability to quickly learn organizational databases, communication platforms, scheduling systems, virtual meeting platforms, and other software. Ability to effectively use emerging productivity and AI-enabled tools where appropriate. Ability to operate general office equipment, including computers, printers, copiers, postage equipment, telephone systems, and related technology. Licenses / Requirements Valid driver’s license. Must be legally authorized to work in the United States. Ability to travel locally as required for meetings, events, mail, vendors, and other organizational business.