Executive Assistant

Job Title: Executive Assistant
Organization: Inland Empire Nurses Association (IENA)
Reports To: IENA Board of Directors Executive Committee. The Board President conducts the Performance Review.

Position Overview:
The Executive Assistant of the Inland Empire Nurses Association (IENA) is responsible for managing the association’s operations, under the direction of the Board of Directors, including membership communication, event planning, record-keeping, and collaboration with other regional associations. The position requires excellent organizational skills, strong communication abilities, and a high level of proficiency in computer applications and event management.

Major Functions:

1. Communication and Membership Management
   • Serve as the primary liaison between the Board of Directors, IENA members, and external stakeholders, acting as the main point of contact for inquiries.
   • Ensure consistent communication through newsletters, email updates, and engaging social media posts related to events and member activities.
   • Conduct weekly checks of incoming US mail to ensure timely responses and updates.
   • Maintain an active presence on social media platforms by posting timely and engaging content, responding promptly to member inquiries, and providing necessary information and resources.
   • Utilize mass marketing software like Mailchimp or Constant Contact to ensure timely distribution of newsletters, event announcements, and updates through email campaigns and other digital communication channels.
2. Event and Project Planning
   • Assist in the planning and execution of association events, including dinners, continuing education programs, and conventions.
   • Manage logistics for events, such as registration, venue coordination, speaker contracts, and volunteer schedules.
   • Oversee the budget as directed by the Board Treasurer, ensuring all event activities remain within the allocated budget.
   • Collaborate with external organizations for co-sponsored events and maintain accurate records of continuing education units (CEUs).
   • Work closely with committee chairs and volunteers to support initiatives, ensuring smooth project execution.
3. Record Keeping
   • Maintain accurate and organized paper and electronic records for IENA while ensuring the confidentiality of all member data.
   • Safeguard access to all applications by managing and protecting passwords effectively, ensuring that the executive board has appropriate access to essential systems and information.
   • Capture and distribute detailed minutes for all monthly IENA Board Meetings and additional meetings as needed within one week.
   • Document and distribute minutes for all event planning committee meetings and other sub-committees as requested by the executive board.
   • Support the approval process for continuing education programs and maintain records of continuing education units (CEUs).
4. Collaboration with Other Regions
   • Collaborate with other regions to organize continuing education programs.
   • Attend regional and WSNA (Washington State Nurses Association) conventions in person.
   • Coordinate with regional leaders and other organizations on shared initiatives.
5. Financial Oversight (in collaboration with the Treasurer)
   • Assist in the development of the annual budget for presentation to the Executive Committee and Board.
   • Provide quarterly financial reports to the Board and inform them of any financial concerns.
   • Operate within the approved budget and alert the Board promptly of any budgetary issues.
   • Ensure that all funds, physical assets, and property of IENA are properly administered and safeguarded.
   • Coordinate bookkeeping functions, including accounts payable/receivable, banking, and reconciliation of bank statements.

Skills and Experience:

• Proficiency in Microsoft Office 365, including OneDrive, Word, Publisher, Teams, and Excel.
• Excellent verbal and written communication skills.
• Comfortable engaging with members and building relationships with new contacts.
• Experience with event registration software and mass marketing tools is preferred.
• Strong organizational and project management skills, with attention to detail.
• Ability to coordinate logistics and work with multiple stakeholders for event planning.
• Experience collaborating with vendors and managing external contracts.