Executive Assistant - Chapter Operations
Is responsible for managing the administrative flow of the department of Chapter Operations, including support of the Deputy Director of Chapter Operations and Chapter Operations managers. The Executive Assistant will coordinate research, training, and technology projects in support of Chapter Operations and assist the Deputy Director and Chapter Operations Managers with confidential materials in the budgeting, planning, direction and execution of the department. Interacts extensively with Chapter Executive Directors and staff.
BASIC DUTIES & RESPONSIBILITIES:
- Prepares communications, reports, and correspondence on behalf of the Deputy Director and Chapter Operations. Maintains the chapter travel memo file and prepares the first draft of chapter travel memos for review by the Deputy Director of Chapter Operations and/or Chapter Operations managers.
- Performs research on a variety of topics based on the needs of the department. Subjects may include general information gathering on association and industry trends, vendor information, chapter best practices, and other topics as needed, with a focus on building and maintaining a repository of training materials in leadership and professional development for volunteer leaders and chapter executive directors. Maintains chapter knowledge management system.
- Assists the Deputy Director of Chapter Operations with on-going accounting and budget administration for the department. Provides extensive support with financial administrative support for the department and the chapters. During the annual Association budget preparation, acts as a “superuser” to assist chapter staff with budget software and submissions.
- Coordinates high-profile events and meetings for the Association, including but not limited to the Association Leadership Meeting (ALM) and the Delegate Assembly. Supports meeting set up and logistics including technology equipment, shipping and delivery of meeting materials, ordering of supplies, staffing schedules, catering, travel arrangements, and staffing of registration activities.
- Handles meeting logistics for the Deputy Director of Chapter Operations and Chapter Operations Managers, including meeting planning, making room reservations, compiling and printing/distribution of meeting agendas, taking minutes as required, compiling briefing packets and obtaining other appropriate relevant information. Ensures that the required technology tools are set up and functioning for meetings as needed, including the use of webinars and other meeting platforms.
- Performs general scheduling and administrative tasks, including maintaining current information regarding chapters. Completes and processes standard office forms including invoices, purchase order requisitions, and check requests.
- Responsible for arranging and monitoring travel logistics for the Deputy Director of Chapter Operations and Chapter Operations Managers, as needed. Completes and processes the travel expense forms, monitors expenses and submits reimbursements to the Deputy Director of Chapter Operations for approval.
- Establishes and maintains project files, correspondence files, and other files. Keeps track of due dates and performs required follow up on reports, correspondence, and other items.
- Maintains a high level of confidentiality for the Deputy Director of Chapter Operations and Chapter Operations Managers.
- Provides broad administrative support to the Chief Administrative Officer in all areas of the Administration division, as needed.
- Performs additional duties and responsibilities as needed.
ESSENTIAL EXPERIENCE, SKILLS AND COMPETENCIES
- Requires demonstrated strong interpersonal skills, including the ability to interface effectively at the executive level, with Board members, Association committees, Chapter Executive Directors, and across the organization.
- Must possess strong organizational skills, with the ability to effectively manage competing priorities and thrive in a fast-paced, deadline-oriented environment.
- Must be an excellent communicator, both orally and in writing. Strong grammar and writing skills are required.
- Must have a strong customer service orientation and be able to adapt effectively to a variety of personalities.
- Must be able to effectively plan, organize, and track projects and tasks.
- Requires demonstrated financial and budget administration skills.
- Requires exquisite attention to detail. Must be detail-oriented without losing sight of the big picture.
- Required advanced skills with the Microsoft Office suite including Word, Excel and PowerPoint. SharePoint experience is a plus, as is experience with various meeting and web platforms and budget software.
Knowledge: Requires a bachelor’s degree, preferably in Business, Liberal Arts, Social Work or related field.
Experience: Requires 3-5 years of prior related work experience in addition to the education requirement, preferably in an association management environment or nonprofit setting.
NASW is an equal opportunity employer. As such, NASW is committed to promoting and providing equal employment opportunities to all applicants and employees. The selection of personnel, including new hires and promotions, will be on the basis of qualifications designed to ensure appointments of persons able to effectively discharge the duties and responsibilities of their position. The Association will not discriminate on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex, sexual orientation, gender, gender identity or expression (including transgender status), marital status, veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws. The Association will also abide by applicable Affirmative Action requirements mandated by any federal contracts.
- Pay Type Salary
- Required Education Bachelor’s Degree
- NASW Chapter Operations, 750 First Street NE, Washington, District Of Columbia, United States of America