Executive Assistant (Hybrid)

Business Summary:

The Executive Assistant serves as a trusted partner to senior executive leadership, providing essential administrative and operational support within a dynamic, deadline-driven environment. This role facilitates communication and coordination among executives, board members, key internal and external stakeholders, and employees, ensuring seamless management of executive priorities, confidential information, and organizational workflows. The Executive Assistant also manages and coordinates projects as required, resolving issues and exercising judgement to advance project initiatives.

Duties & Responsibilities:

• Manages the flow of internal and external executive communications, ensuring timely and accurate exchange of information among stakeholders and partners. Prepares and organizes special reports, drafts/edits speeches, drafts/edits correspondence, and creates presentations as required.
• Manages the comprehensive scheduling and coordination of executive appointments, meetings, travel, and departmental events. Ensures seamless execution of meeting agendas, event and conference planning, and other complex logistics.
• Assists with preparing information for the Board of Directors (BOD), committee, executive, and club meetings. Sends materials in advance to Club executives and BOD members as needed and researches background information for meetings.
• Monitors departmental expenses, tracks monthly budget variances, and ensures effective budget management. Assists in developing annual budgets, managing expense reports, and conducting monthly budget reviews.
• Provides project management leadership for executive-sponsored and cross-functional initiatives. Exercises judgment and discretion to move projects forward, resolve issues, and represent the executive's interests as needed.
• Maintains awareness of departmental projects and activities; prepares updates on departmental projects and activities, as needed.
• Communicates with club executives, officers, committee members, and employees regarding special projects, programs, and activities.
• Acts as a thought partner by anticipating needs, identifying risks, and providing solutions when necessary.
• Tracks strategic initiatives and follows up on action items to ensure timely execution.
• Performs all other duties as assigned.

Knowledge, Skills, Abilities, and Other Characteristics:

• Demonstrated ability to exercise independent judgment on matters of significance, particularly when supporting senior executives and executive-sponsored initiatives.
• Ability to represent executive leadership in project coordination, stakeholder communications, and issue resolution.
• Strong decision-making skills with the ability to assess risks, priorities, and impacts in a fast-paced environment.
• Uses time effectively; anticipates obstacles, adjusts priorities as needs change, and keeps others informed of progress.
• Ability to coordinate senior stakeholders, resolve competing priorities, and drive initiatives forward without direct supervision.
• Exceptional written and verbal communication skills, including drafting executive-level correspondence, reports, presentations, and briefing materials.
• Outstanding work ethic and a high level of confidentiality, as well as the ability to make sound decisions on behalf of the executive, his/her direct reports, and AAA's executive staff
• Ability to analyze budget variances, support annual budget development, and provide executive-level summaries and insights.
• Advanced knowledge of standard PC applications, including presentation software and intranet/internet usage

Education, Experience, & Certifications:

• Bachelor's degree in Business Administration, Management, Communications, or a related field preferred. An equivalent combination of education and progressively responsible experience may be considered.
• Five (5) to seven (7) years of progressively responsible executive or senior administrative support experience, supporting senior leadership (e.g., Vice President, C-suite, or equivalent).
• Prior experience supporting board, committee, or executive-level meetings strongly preferred.
• Experience with budget tracking, financial reporting, and expense management in a corporate or nonprofit environment.

Hiring Range: $58,020 - $71,950

This position is also eligible for participation in AAA, Inc.'s Annual Incentive Plan.

AAA, Inc. is committed to paying competitively and equitably. The posted range for this position represents competitive compensation based on market data, internal equity, and the skills and requirements of the position. The compensation offered will depend on your qualifications and experience.

AAA, Inc. is not accepting unsolicited assistance from any search firms for this employment opportunity. All resumes submitted by search firms to any employee working at AAA, Inc., either by email, the Internet, or in any form and method, without a valid written Statement of Work in place for this position from AAA, Inc. will be deemed the sole property of AAA, Inc. No fee will be paid if AAA, Inc. hires the candidate due to the referral or through other means.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.