Executive Assistant - ASPEN
As the Executive Assistant for the American Society for Parenteral and Enteral Nutrition (ASPEN) you will represent the executive office and directly support the CEO and COO. ASPEN is a U.S.-based professional organization of more than 6,500 dietitians, nurses, pharmacists, physicians, and scientists from around the world who are involved in providing nutrition support to patients.
In this role, you will support the CEO and COO following up on deliverables and tasks owed from the team, reconciling documents and managing projects. You will work independently and must be able to handle a wide variety of activities and confidential matters with discretion. You will also work closely with two boards of directors, a number of volunteer leaders, and both internal and external stakeholders.
Your success is all about managing priorities, creating and maintaining relationships, and being warm and gracious. In this highly visible role, your excellent communication and collaboration is paramount. The CEO’s busy schedule will require you to exercise judgment about what is a priority, anticipate and follow changes in her calendar, and have your pulse on the organization as a whole. We need you to effortlessly manage all the details, freeing her to focus her efforts on high impact decisions for the organization. This is an excellent opportunity for someone who is able to look around the corner and stay ahead of important milestones. We will rely on you to keep everyone informed and on track.
Responsibilities of the Executive Assistant
- Exercise discretion in organizing and maintaining the electronic calendar including managing telephone calls and visitors; arranging and coordinating appointments, meetings, and functions; and preparing and providing appropriate documentation to assist with meetings. Resolve conflicting demands on the executives’ time.
- Determine the priority of matters for attention of the executive team; redirect matters to staff members to handle, or handle matters personally, as appropriate.
- Collect documents and data for the executive team, following up on deliverables from both internal and external stakeholders.
- Oversee internal staff calendar and reservations for conference rooms and other office spaces. Manage logistical arrangements, including virtual/conference call, food and beverage, room set-up/clean- up, and other needs for meetings held in the office.
- Coordinate travel arrangements, developing complete and comprehensive itineraries, booking flights and accommodation, and arranging meetings and visits.
- Independently compose, prepare, and follow up on various internal and external correspondence on behalf of the national office and its executives.
- Update and maintain formal Society records including board and committee minutes, policy manuals, membership records, volunteer group rosters, bylaws, and other key information.
- Assist with volunteer program, including communications with volunteers throughout the year. Collaborate with other staff members to develop recognition and rewards initiatives and to strengthen overall volunteer program.
- Prepare expense claims.
Board, Committee, and Meeting Support
- Research background material and prepare board books, agendas, and presentation material for meetings. Create PowerPoint presentations, financial charts, and special reports as needed.
- Manage logistics for the board of directors meetings. Coordinate volunteer leader hotel and travel arrangements, executive meetings and social receptions.
- Attend board and executive committee meetings, and draft and distribute meeting minutes; prepare and distribute other post-meeting documents and correspondence as necessary, including follow-up action where required.
- Build relationships with the executive assistants of board officers, key volunteers, and stakeholders.
- Coordinate the nominations and elections process for appointments to the board of directors.
Qualifications of the Executive Assistant
- Minimum of 5-7 years of executive level experience.
- Solid proficiency with Microsoft Office applications.
- Strong writing, editing, and proofreading experience in a business environment.
- Demonstrated experience working with a board.
- Association experience highly desirable.
- Some travel required for meetings and events.
Attributes of the Executive Assistant
- Confident and pleasant. You understand that everyone is a “customer” and should have a “Ritz Carlton” service experience when contacting the executive office.
- Great communicator. You have excellent oral and written communication. You demonstrate poise, diplomacy, and tact.
- Detail oriented. Even though you are detail oriented, you can also see the big picture and understand how the details relate to the overall mission of the organization.
- Organizational skills. Your attention to detail is supported by your organizational skills. You appreciate order and know how to achieve it efficiently.
- Flexible and capable. You manage changing priorities without difficulty and get the job done. You do whatever it takes.
- Able to hold anything in confidence. While you are friendly to all, you divulge nothing confidential to anyone and never give the impression to anyone that you are holding any confidential information. You use the utmost discretion inside the office and out about the knowledge and information that you hold. You understand that the CEO and COO must be able to trust you implicitly, which means never participating in office or outside gossip about any of our business or its people.
What’s Attractive to the Right Executive Assistant Candidate?
- Your work will have a direct impact on making the CEO and COO more efficient.
- Outside of the occasional, urgent, time-sensitive matters, you will be able to leave work at work and will not be required to be “on call” once you leave the office.
- We offer a competitive salary and excellent benefits to include medical, dental, and life insurance, free parking, transportation allowance, 2 weeks paid vacation, holidays, short-term and long-term insurance, and more. Our office is closed Christmas through New Year’s Day and we offer a summer flex schedule -– closed every other Friday Memorial Day to Labor Day.
- All employees are provided opportunities for professional development as appropriate for their positions. ASPEN is an organizational member of the American Society of Association Executives (ASAE) and all ASPEN employees are members of ASAE through this program, receiving all ASAE member benefits.
To Apply for the Executive Assistant position with ASPEN:
Use the "Apply" button on this page or simply email your resume to Aileen Hedden at resumes@StaffingAdvisors.com with “ASPEN – Executive Assistant/2018-2340 SA" in the subject line of the email.
Alternative Titles: Senior executive assistant, administrative assistant (executive), executive administrative assistant.
Staffing Advisors is committed to helping our clients create a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law. Some positions may require pre-employment screening potentially including a criminal background check, verification of academic credentials, licenses, certifications, and/or verification of work history.