Executive Assistant

Description

The American Land Title Association, a non-partisan, national trade association representing the land title and real estate settlement industry, seeks an administrative professional to effectively manage the day-to-day operations of the CEO’s office, as well as provide administrative assistance to four other executive team members. This position also supports the association needs of our volunteer board of governors. Confidentiality, discretion, and a high standard of accountability are key characteristics of a successful Executive Assistant, as is the ability to work independently, multi-task, prioritize, and meet deadlines. The ideal candidate is detail-oriented, a confident self-starter, a creative problem-solver, and possesses exemplary time management and organization skills with the flexibility to adapt to dynamic schedules and priorities.

Requirements

Duties and Responsibilities: 

• Develop and apply a high level of understanding and awareness of the CEO’s business priorities and other relevant information to effectively navigate inquires and requests.

• Work closely with the CEO, anticipating her business needs, and delivering work product based upon her expectations and standards. 

• Track, monitor, and guide progress of projects, action items, and strategies that originate from the CEO’s office to ensure they remain on course. Take initiative to steer the CEO and project leaders to meet critical deadlines.  

• Considerable administrative responsibilities include, but are not limited to: 

o managing an active calendar of appointments

o arranging complex and detailed travel plan logistics (flights, lodging, car rental, event registrations, etc.) for CEO 

o scheduling meetings and managing the necessary logistics

o preparing and/or editing correspondences and presentations

o completing expense reports for CEO and executive team members

o maintaining physical and electronic files

o managing incoming and outgoing mailboxes (physical and email)

• Serve as a point of contact for, and liaise on behalf of the CEO with, board members, staff, and external stakeholders at all levels.

• Assist CEO and executive team members with meeting materials and logistics that may include, but are not limited to: 

o Communicate schedule for Board meetings to board members

o coordinating, packaging, and distributing meeting materials

o updating the leadership manual annually

o planning and organizing the orientation for new board members

o coordinating board members’ travel with their assistants for all board meetings, ALTA’s major conferences, and ALTA meetings

o providing personalized schedules and travel information for all major conventions

o supporting the meetings department with related needs at board meetings and major conventions

• Serve as primary liaison to CEO’s office guests, providing business assistance and hosting needs

• Perform routine data entry, filing, and editing. 

• Other general duties include serving as backup to the Administrative Assistant, answering association telephones, speaking to members and outside contacts, contributing to ALTA administrative projects, and other duties as assigned

Preferred Qualifications:

• Minimum of 5 years’ experience managing the day-to-day schedule and professional activities of a senior executive
• Intermediate or higher competency in using Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint, and other business software and machines
• Extensive experience in project management and interacting with executive leadership
• Excellent verbal and written communication skills, using tact and diplomacy in a busy environment
• Background check: Required

Benefits Include:

• Medical coverage offered
• Dental coverage offered
• Vision coverage offered
• Retirement planning with a 401(k) program offered after 6 months, employer matching contributions available up to 5%
• On-site fitness facility (no gym fee) with the option to purchase group fitness classes or contract with a personal trainer
• Complimentary office refreshments include drip-style coffees, huge selection of teas, sodas, and flavored sparking water
• Company membership within ASAE (American Society of Association Executives) to encourage employees’ professional development and regional networking
• …and more!

Salary: Commensurate with experience

How to Apply: 

Click below to complete the application online via Paylocity.

No phone calls please. Applicants may be asked to complete an AcuMax Index pre-hiring assessment (5 minute survey) in addition to submitting a resume and cover letter. 

The American Land Title Association is an Equal Opportunity Employer.