Executive Assistant to the President and CEO

The Executive Assistant/Events Planner position provides key administrative and programmatic support to the President & CEO and Board of Directors. This position also conducts detailed meeting planning and negotiation for a variety of meetings throughout the year and plays a vital role in implementing components of the organization’s strategic plan. Essential Functions General Support: · Provide CEO telephone coverage, process daily mail, respond to general inquiries · Proofread pre-press materials and other organization and advocacy materials Executive Support · Schedule appointments for the President & CEO, prepare/assemble presentation materials and handouts, organize meeting follow-up, as necessary · Prepare and maintain President’s calendar and schedule appointments; maintain a central office calendar · Work independently and as part of a team on ongoing, special, and non- recurring projects · Assist the President & CEO to ensure the timely handling of programs and projects related to the AIHEC strategic plan, as needed · Make travel arrangements, prepare, and file expense reports for the President & CEO, as requested · Draft correspondence and press releases, as needed · Attend staff meetings, take minutes, and follow up on action items generated · Coordinate the timely processing of President & CEO’s direct report timesheets, via DocuSign · Coordinate special projects, inclusive of planning/coordinating presentations and organizing events Board of Director’s Support · Coordinate/assist in planning, scheduling, and preparing for quarterly board meetings and related special events, monthly executive committee meetings, conference calls and other organization and advocacy-related meetings across multiple time zones · Oversee assembly and electronic/print distribution of board books and other relevant material · Record and compile minutes of AIHEC board meetings, monthly executive committee meetings, and other meetings as needed, and track follow- up/action items generated · Assemble and maintain updated member contact information and biographical information in a variety of formats and electronic/print databases Meeting and Event Planning · Negotiate favorable contracts with hotels, secure room blocks, and schedule catering with related venues · Handle all meeting logistics including hotel, travel, meeting room setups and audiovisual, ground transportation, recreational activities, and special events and serve as onsite contact for venue management and staff · Prepare and distribute all meeting-related correspondence, materials, and travel logistics · Work with the President & CEO and/or project managers in the development of meeting materials and budgets Required Education, Experience and Attributes (minimum requirements): · Associate degree or equivalent · 3-5 years related executive level experience, preferable in a non-profit environment · Proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook) · Demonstrated proficiency in, and aptitude for, meeting and event planning · Strong oral and written communication skills essential · Natural ability to be proactive and anticipate the needs of the organization · Proven ability to prioritize and multitask with a keen attention to detail · Strong capacity to be a collaborative, positive, and professional team member who works effectively in a support role and is ready to assume expanding duties in a small, deadline driven environment · Possess a high degree of professionalism · Knowledge of higher education and/or tribal sovereignty issues desirable Application Information Please send a current CV and cover letter describing your interest in and qualifications for this position. Include the contact information for at least three professional references. Please send materials in PDF via email, with the subject line Attn: Executive Assistant to the email listed.