Executive Assistant to Chief Executive Officer

WHO WE ARE

Whether in your home, office, or out in your community, the buildings, spaces, and infrastructure that surround you must be safe, structurally sound, and resilient. It’s our mission to advance our built environment for the public interest.

The National Institute of Building Sciences is an independent 501(c)(3) non-profit, non-governmental organization that supports advances in building science and technology. We were established by the U.S. Congress in the Housing and Community Development Act of 1974, Public Law 93-383. We are an authoritative source that bring together experts from throughout the public and private sectors, across the building industry, design, architecture, construction, government, and academia. We lead coalitions and work toward consensus solutions to ensure our buildings, lifeline infrastructure, and communities remain safe for current and future generations.

SUMMARY

This role is responsible for providing multi-faceted administrative support to the CEO. Administrative tasks may include but not be limited to managing the CEO’s calendar, responding to administrative-related emails and phone calls, and making complex travel arrangements. Assisting the CEO in ensuring productive interactions with staff, board members and the public are a primary focus. This individual will conduct research for the CEO. This position will also provide support to the events team as directed by the Chief of Staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Administrative Support for the CEO:

• Serve as a liaison between CEO and Board of Directors, staff and other volunteers on scheduling and other administrative matters.
• Handle a wide range of administrative and support tasks while independently initiating and implementing processes to manage projects, information, and people.
• Cultivate and maintain positive and strategic relationships at all levels of the organization.
• Use discretion, judgment, and knowledge of the organization to facilitate activities of the Executive Office and maintain confidentiality.
• Conduct research and information gathering, prepare reports or other summaries on findings.
• Prepare and edit correspondence, reports, documents, memoranda, and articles from drafts and other guidance generated by the CEO and Chief of Staff, and where necessary, composing letters to respond to routine questions or requests for information.
• Maintain a system of record-keeping for: 1) correspondence to board members; 2) board member records; 3) board and committee rosters and records; 4) information relevant to NIBS activities; 5) conferences and other events of interest to the organization and CEO; and 6) past board member records.
• Manage CEO’s schedule, assist meeting preparation, and track follow-up tasks.
• Schedule and prepare necessary materials for senior staff meetings.
• Make travel arrangements for CEO. Compile and submit expense reports for the CEO.
• Process membership renewal notices and subscriptions for the CEO as directed.
• Catalog and maintain archived materials as directed by the CEO and Chief of Staff.
• Support the coordination of Institute events such as annual conferences, receptions, board dinners, open houses and other events as directed by the CEO.

Liaison to the Board of Directors:

• Assist Chief of Staff prepare the agenda and compile materials necessary for Board of Directors meetings as necessary or directed by the CEO.
• Assist in managing travel arrangements for board members.
• Assist in the preparation of meeting room for Board of Director and other meetings as appropriate.
• Attend Board of Directors and other meetings, taking notes of proceedings and preparing draft minutes, as directed by the CEO and Chief of Staff.
• Assist in updating board materials when changes occur, including organizational charts, database records and board manuals for distribution as directed by the CEO and Chief of Staff.
• Maintain board member contact information for CEO and Chief of Staff.
• Work closely with the CEO and Chief of Staff to provide guidance on governance as needed to ensure efficient and compliant operations of the Board of Directors and its committees; update board policy manual and board processes and recommend changes to same; interpret and apply policies, as well as best practices.
• Coordinate implementation of board processes, including voting on ballots between board meetings.

SUPERVISORY RESPONSIBILITIES

N/A

QUALIFICATIONS

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Specific skills include:

• Professional demeanor and ability to maintain confidentiality.
• Strong customer service and interpersonal skills with ability to provide VIP-level of customer care.
• Strong organizational skills, attention to detail and ability to multi-task.
• Ability to work independently, as well as to handle multiple priorities.
• Strong computer skills including advanced skills in Microsoft Word, Excel and PowerPoint.
• Strong verbal and written communication skills are required in daily contact with NIBS members, volunteer leadership, and staff.
• Excellent grammar.
• Experience with making travel arrangements.
• Ability and willingness to travel up to 25%.

EDUCATION and/or EXPERIENCE

• 10 Years of office management, executive assistant, and other administration support experience required.
• 5 Years of relationship management and/or project coordination experience preferred.
• Familiarity with organizing and managing in-person or virtual meetings and events.

BENEFITS

NIBS offers a competitive benefits package including fully paid health care premiums for medical, dental, and vision.