Administrative Assistant

Responsibilities

• Key liaison to and responsible for providing the EVP and SVP with administrative, logistical and project management support to ensure smooth operation of a fast-paced, mission-driven organization. 
• Conduct various duties for both executives, including complex calendar management, travel plans, expense reports, processing invoices, etc. 
• Manage speaking and meeting engagements for both executives and trip folios, including coordination of prep calls, gathering talking points and briefing documents from internal colleagues and coordinating logistics with external contacts.  
• Serve as an administrative liaison to U.S. Travel’s Board of Directors, Executive Board, Finance Committee, and Nominating and Membership Committee. 
• Prepare and oversee the CEO, EVP and National Chair’s schedule for the association’s annual trade show, board meetings and other key events, in partnership with the office of the president. Ensure CEO and other leadership team members are prepared for meetings and other interactions at industry events. 
• Collect and analyze board participation and attendance and perform logistical preparation for board members and VIPs during the annual trade show and other U.S. Travel events.  
• Proactively cultivate dialogue between both executives and internal departments, ensuring fluid communication throughout the organization.  
• Manage industry engagement calendar with U.S. Travel events, meetings , and initiatives along with key industry events and gatherings. Ensure internal calendars are consistent and align with external, member-facing industry events webpage. 
• Monitor relevant event- and member-related email inboxes and assign relevant staff members to follow up with inquiries. 
• Partner with manager, communities to schedule necessary internal prep meetings and external calendar invitations to governing committees. 

Qualifications

• A minimum of 2+ years of experience as an executive assistant, administrative assistant or project manager in a fast-paced team environment  
• Proven planning and organizational skills with strong attention to detail. 
• Proficiency in Microsoft Office suite, including Word, PowerPoint, Excel, Outlook and SharePoint 
• Excellent interpersonal skills and capable of exercising discretion on all matters.