What are the responsibilities and job description for the Executive Assistant to Chief Executive Officer position at American Tinnitus Association?
Executive Assistant to Chief Executive Officer
About the ATA
The American Tinnitus Association (ATA) is a public charity committed to alleviating the suffering of individuals with tinnitus. We achieve this through funding innovative research, providing credible information, advocating for better care, and supporting individuals with tinnitus. At ATA, we are passionate about making a tangible impact on the tinnitus community, and our team plays a vital role in achieving our mission.
Role Summary
The Executive Assistant is a key support role responsible for ensuring smooth day-to-day operations within ATA. Reporting to the Chief Executive Officer (CEO), this position provides high-level administrative support, manages board activities, maintains complex calendars, and oversees internal coordination of the team. The ideal candidate will have strong organizational skills, attention to detail, excellent communication abilities, and experience working in a nonprofit setting. Must be self-motivated, detail-oriented, and able to prioritize and problem-solve. The role is hybrid based in Vienna, VA but can be fully remote for the right candidate.
Key Responsibilities
- Calendar & Meeting Management : Coordinate and manage complex calendars, schedule internal / external meetings, and arrange travel logistics. Management of meeting agendas, tracking next-step and follow-up items from meetings is crucial.
- Financial Coordination : Assisting the Vice President of Finance with office mailings, data input, and acknowledgment receipts (and renewal notices) for donations and office correspondence.
- Board & Committee Support : In coordination with the CEO, organize board meeting agendas and materials, schedule committee meetings, and assist with organizing concise meeting minutes.
- Event & Conference Coordination : Assist in organizing company events, board retreats, and other key gatherings, ensuring all logistics are handled seamlessly.
- Internal Document Preparation & Follow-Up : Draft correspondence and meeting notes, track action items, and manage electronic filing systems.
- Compliance & Reporting : Assist with maintaining organizational compliance by gathering required documentation and ensuring timely renewals or filings, in collaboration with relevant vendors.
- Special Projects : Undertake special assignments from the CEO, as needed; providing research and support to advance organizational goals. Projects from staff members as assigned and approved by the CEO.
Qualifications
Core Competencies for All ATA Employees
Equal Opportunity Statement
The American Tinnitus Association is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative, General Business, and Customer Service
Industries
Non-profit Organizations
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