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Executive Assistant

Position Description

August 2015

Position Title:Executive Assistant
Reports To:President/CEO
Department:#01, Executive Department

Scope of Responsibilities

The Executive Assistant’s primary responsibility is to assist the CEO, Officers and Executive Committee. Specifically, work with the CEO and/or Operations staff to organize the Executive Department’s priorities and deadlines, coordinate and track projects and activities with other USMEF/Denver departments and international offices; coordinate the development of communications and review/edit work to ensure message consistency and accuracy; assist with calls and correspondence with industry leaders and government contacts on behalf of the President/CEO; demonstrate excellent oral and written communications skills, business acumen, attention to detail, and a heightened sense of discretion with sensitive or confidential information.

Specific Responsibilities

CEO Support Responsibilities

  • Draft executive correspondence and other outreach materials
  • Interact regularly with USMEF members, USMEF international personnel, and USMEF/Denver staff and responsively deal with concerns or requests that arise
  • Coordinate domestic and international travel/hotel arrangements for the President/CEO
  • Exercise considerable judgment and discretion in scheduling appointments, routing telephone calls and meeting visitors
  • Coordinate and maintain timelines
  • Carry out other assistant/administrative related services as directed; including, but not limited to document preparation, calendar management, filing, preparing presentation materials, expense report documentation, maintaining a priority project list and deadline management system

Executive Committee and Officer Support Responsibilities

  • Develop agendas, record, transcribe and disseminate all Board of Directors and Executive Committee minutes
  • Oversee the preparation of meeting booklets (written and digital); develop timeline, coordinate with staff
  • Arrange conference calls, schedule meetings
  • Schedule and coordinate Executive Committee new member orientation; update materials and maintain handbook
  • Update Executive Committee and Committees/Subcommittees lists and Officer Industry Meeting Schedule
  • Coordinate domestic and international travel/hotel arrangements for Officers
  • Travel to Board of Directors and Executive Committee meetings, at least twice annually

General Responsibilities

  • Assume other duties as required
  • Assist other staff as necessary, including occasional phone coverage for front desk

Qualifications

  • Relevant experience in office setting; bachelor’s degree preferred
  • Agricultural knowledge or background helpful; association experience desired
  • Excellent interpersonal and organizational skills
  • Outstanding oral and written communication skills
  • Strong attention to detail
  • Strong work ethic and ability to prioritize and accomplish multiple tasks under pressure of tight deadlines and heavy workloads
  • Proficient technical/computer skills, including Microsoft Office

EEOC

Note: This position description is not intended to reflect an exhaustive list of all duties, responsibilities or qualifications associated with the position.