The Executive Assistant provides administrative support to the Executive Director and serves as the Office Administrator in a fast-paced environment. The EA serves as the primary Board Liaison, Project Manager, and Business Planning Coordinator for the ICT.
DUTIES & ESSENTIAL JOB FUNCTIONS
The EA will coordinate board meetings, general correspondence, prepare reports and other confidential materials, prioritize and successfully complete multiple assignments and projects, arrange travel, process expense reports, manage ED calendar and schedule, and may train other support staff.
Assist ED with preparation of programs, correspondence and communications with ICT board members, committees, and membership. Coordinates with board members on meeting logistics. This includes attending, assisting in developing agendas, and taking and then timely distributing minutes for all ICT board meetings.
Provide support and advice to ED and other staff for ICT member events to include coordinating development of program/agenda planning, event logistics, contract negotiation with event site and other event participants, venue setup, coordinating and overseeing event related vendors, and managing associated expenses.
Work closely with ED and other ICT management staff on annual Business Planning and related activities.
EA will serve as Project Manager for projects related to Strategic Plan, Business Planning, as well as those projects outsourced to vendors and/or contractors and as the liaison with project management software vendor. Provide relevant reports regarding ongoing projects.
Develop and maintain an organized filing system of paper and electronic documents.
EA serves as a member of the Communications Team on an as needed basis, which requires participation in the development of strategy and planning for ICT member educational programs to include webinars, podcasts and videos. This team also monitors and updates the ICT website and other online communications to ensure they are current, and develops and/or schedules marketing for ICT events.
Works closely with other staff, including member engagement staff and contract vendors, to expand fundraising programs and opportunities.
Other duties as assigned.
OTHER FUNCTIONS AND RESPONSIBILITIES
Assist Education Foundation Program staff as needed.
Respond to member inquiries, communicate with members, or prepare reports utilizing ICT member database
QUALIFICATIONS AND REQUIREMENTS
Bachelor’s Degree in related field (Business, Marketing, Event Planning, etc.) or equivalent years of experience
Must be proficient with Microsoft Office (Word, PowerPoint, & Excel)
Excellent writing skills (RFPs, Business Plans, & Strategic Plan Support)
Strong verbal and communication skills; must maintain confidentiality
Detailed-oriented, reliable & self-motivated
Professional attitude and appearance
Strong organizational skills;
Strong interpersonal skills; ability to lead and collaborate with other staff members
Ability to think proactively to prioritize and meet deadlines
Strong negotiation skills
Flexible and open to change
Must be willing to maintain professional and technical knowledge required by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in relevant professional societies.
Business Planning & Project Management Experience
Experience working in a nonprofit organization and/or trade association in a related position
Event planning or event management experience
About Insurance Council of Texas
Insurance Council of Texas (ICT) is a non-profit, state trade association that serves property and casualty insurance carriers and their customers by educating members and consumers on Texas insurance issues. As the collective voice of the Texas insurance industry, we help our members stay current in an ever-changing marketplace and act as a critical conduit to ensure our membership’s position is heard on all insurance issues. We represent our members’ interests at the Texas Department of Insurance and other regulatory agencies. We also track the Texas legislative process and report back to our members on all legislative initiatives and changes in insurance law.
By partnering with ICT, our members gain a powerful ally in the insurance industry focused on their needs in Texas. We are committed to providing unparalleled information, education, programs, tools and resources, networking opportunities and media representation that enable our members to remain competitive and informed on the industry we serve.