Position Overview
The Executive Assistant (EA) to the Executive Director (ED) plays a critical role in supporting the strategic and operational success of the Association. This individual will be a trusted partner to the ED, ensuring seamless execution of the organization’s goals by providing high-level administrative, communications, and project management support. The EA will assist in managing the organization’s strategic initiatives, financial sustainability, member engagement, and executive communications while fostering cross-functional collaboration and maintaining a culture of excellence.

Key Responsibilities

1. Strategic Leadership and Vision

• Support the development and execution of the annual strategic plan by managing timelines, preparing documentation, and tracking key initiatives.
• Coordinate Executive Committee meetings and ensure strategic priorities are clearly documented and communicated.
• Draft stakeholder communications, updates, and reports to ensure alignment with the organization’s mission and vision.

2. Financial Management and Sustainability

• Assist in the preparation and monitoring of budgets and financial reports; liaise with the Finance Committee to ensure timely reporting.
• Support grant writing, partnership outreach, and revenue diversification efforts in collaboration with the ED.
• Maintain accurate documentation of financial activities, timelines, and compliance deliverables.

3. Membership Growth and Retention

• Coordinate onboarding of new members, ensuring materials and outreach are delivered within 30 days of joining.
• Track and report on membership renewals, recruitment efforts, and engagement metrics.
• Collaborate with Membership staff and committees to support recruitment campaigns and retention initiatives.

4. Program Development and Oversight

• Monitor timelines and deliverables for new programs and services; coordinate efforts across departments and committees.
• Assist in collecting and analyzing member satisfaction data to evaluate program impact.
• Maintain program dashboards and ensure alignment with organizational goals and timelines.

5. Advocacy and Industry Representation

• Coordinate the ED’s schedule for industry events, committee participation, and speaking engagements.
• Track and report on outcomes from external representation efforts and relationships with key industry stakeholders.

6. Operational Excellence

• Manage the ED’s calendar, travel, and administrative workflow to ensure timely and accurate execution of responsibilities.
• Support the coordination and logistics of major events (e.g., Annual Conference, World of Concrete, CELF), ensuring timelines, materials, and reporting needs are met.
• Maintain records of staff meetings, professional development activities, and internal operations.

7. Stakeholder Engagement and Communication

• Draft and distribute the bi-annual State of the Industry Address and other official communications on schedule.
• Schedule and support engagement events such as town halls and member focus groups, and document outcomes.
• Ensure timely delivery of committee updates, reports, and Board communications.

8. Innovation and Growth

• Assist in the development and proposal of innovative initiatives to support organizational improvement.
• Provide logistical and administrative support for collaborative projects and partnerships with peer organizations.

9. Risk Management and Compliance

• Track compliance deadlines and ensure timely filing of reports and documents with regulatory agencies.
• Coordinate documentation and board updates related to risk mitigation and governance.

10. Professional Development

• Manage registration, scheduling, and documentation for the ED’s professional development commitments.
• Support the ED’s engagement with professional associations, conferences, and executive learning opportunities.

Qualifications

• Bachelor’s degree required, concentration in business administration, nonprofit management, or related field preferred.
• 5+ years of experience supporting executive leadership, preferably in an association or nonprofit environment.
• Exceptional organizational, time management, and communication skills.
• Strong proficiency in Microsoft Office Suite, project management tools, and CRM/database platforms.
• Ability to manage confidential information with integrity and discretion.
• Proven ability to manage multiple priorities and work proactively in a fast-paced, mission-driven environment.