Executive Administrative Assistant

Reports Directly To: Chief Operating Officer & General Counsel Also Reports To: Executive Director of Services Position Summary The USPA Executive Administrative Assistant position provides high-level administrative, operational, governance, and strategic support to the COO and senior leadership of the United States Polo Association (“USPA”). This role, located at the Lake Worth Office, serves as a key liaison between the COO, Board of Governors, committees, staff, subsidiaries, and outside stakeholders. This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The individual will assist with governance administration, Board operations, contract management, meeting coordination, executive communications, compliance tracking, and strategic initiatives across the Association and its subsidiaries. This role maintains a position of high visibility with Board Members, committee leadership, and key volunteers, and routinely handles highly confidential and sensitive information. POSITION DESCRIPTION INCLUDES BUT IS NOT LIMITED TO: Governance and Board Administration Assist with the preparation, scheduling, coordination, and management of all Board of Governors Annual and Special Meetings, Executive Committee Meetings, and committee meetings. Prepare meeting materials, agendas, presentations, minutes, action items, and follow-up communications. Record, draft, and distribute accurate meeting minutes and maintain official governance records. Assist with governance communications between staff, committees, Board Members, and subsidiaries. Support Board elections, voting procedures, resolutions, and governance-related processes. Oversee Board compliance initiatives, including annual disclosures, policy acknowledgments, governance deadlines, conflict of interest and related tracking. Ensure compliance with Board governance training programs for Board Members and committee leadership. Assist with implementation, administration, and ongoing management of Board management and governance software platforms. Executive and Operational Support Provide daily administrative and operational support to the COO. Assist the COO with strategic initiatives, organizational priorities, operational follow-up, and special projects. Coordinate and schedule all Staff and Senior Staff meetings, including agendas, logistics, materials, and follow-up items. Serve as a liaison between the COO and internal/external stakeholders to ensure timely communication and project completion. Assist with executive correspondence, reports, presentations, and confidential communications. Contract and Compliance Administration Assist with drafting, development, revision, tracking, and organization of contracts, scopes of work, agreements, and operational documents. Maintain contract tracking systems, renewal schedules, and organizational compliance records. Coordinate document execution and maintain organized electronic and physical records. Provide administrative support related to disciplinary matters, governance procedures, and organizational compliance as directed by the COO and/or Executive Director of Services. Meeting Technology and Event Support Oversee technology and audiovisual coordination for Board Meetings, Annual Meetings, committee meetings, and organizational events. Coordinate Zoom meetings, livestreaming, presentations, polling software, microphones, projectors, and related meeting technology. Assist with planning and execution of meetings, conferences, and organizational events at various locations nationwide. Committee and Organizational Support Provide staff support for committees and subsidiaries as directed by the COO. Assist with cross-departmental coordination and organizational communication initiatives. Support operational efficiency initiatives and process improvements across the Association. Skills/Requirements Paralegal certification, legal administrative background, governance experience, or executive support experience strongly preferred. Minimum of 3–5 years of executive administrative, governance, legal administrative, Chief of Staff support, or related experience preferred. Exceptional organizational, project management, and multitasking abilities. Strong written and verbal communication skills with attention to detail and professionalism. Ability to maintain strict confidentiality and exercise sound judgment in sensitive situations. Experience preparing meeting minutes, governance materials, and formal correspondence. Strong understanding of corporate governance, Board operations, and compliance procedures preferred. Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams/Zoom platforms. Experience with Board management software and document management systems preferred. Ability to work independently while managing multiple priorities and deadlines. Ability to travel for business purposes and attend meetings/events as needed. Experience coordinating meetings, conferences, and events of varying sizes. Strong interpersonal skills and ability to work effectively with volunteers, Board Members, senior leadership, and staff. Disclaimer The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job. #J-18808-Ljbffr