Executive Assistant & Member Services

Post on behalf of a client:

Key Summary: Provide executive-level support primarily to the President & CEO of a thriving organization in the Equine Industry. Ideal candidate will also assist the Executive Vice President-Chief Operating Officer, the Executive Vice President-Chief Industry Officer, and the Executive Vice President-Chief Marketing Officer. Key responsibilities include managing communications with the Board of Directors, Members, and industry leaders, as well as overseeing executive guest planning for significant events with the industry. This role is integral to maintaining a positive professional and public image for the organization, ensuring high standards of communication and organization.

Confidentiality and Documentation Specialist

Responsibilities:

• Uphold the utmost confidentiality when handling sensitive information and materials.
• Ensure professional and precise communication across all correspondence.
• Maintain highly organized files, with meticulous attention to confidential documents.
• Systematically organize and file contracts, documents, speeches, travel arrangements, and correspondence.
• Stay informed on industry developments, particularly executive leadership changes, and promptly update the executive team.
• Manage corporate documents, including creating and maintaining timelines for Board executive actions.
• Collaborate with legal teams to prepare and coordinate Board materials and actions, ensuring the Corporate Secretary is informed at all times.

Essential Responsibilities, include the following:

1) Plan domestic and international executive travel on a bi-weekly to weekly schedule.

a.     Communicate with various local and international executives and assistants to coordinate events, meetings, and travel schedules and daily activities.

b.     Produce meeting materials and coordinate meeting logistics for top executives in the industry both nationally and internationally.

c.     Maintain calendars and update on a daily basis.

d.      Prepare timely expense reports for all travel for the CEO and COO.

2) Execute and coordinate large hospitality arrangements for all departments, including arranging seating, credentials, and parking (i.e., event day hospitality, significant industry events located in various locations across the United States)

3) Plan and execute 3-4 yearly Board Meetings and One Annual Member Meeting for a large number of stakeholders.

a.     Prepare Board materials for meetings, maintaining original documents in SharePoint folders for easy access by senior management

b.     Coordinate meeting materials with Exec VP’s and speakers.

c.     Communicate with Board members about board meetings (date, time, and place) and make hotel and transportation arrangements as required.

d.     Arrange meeting location, room, dining, and audio/visual needs.

4) Plan and prepare for Board Committee Meetings, Staff Meetings, and other related industry meetings as necessary.

a.        Coordinate, attend, and take minutes at planning meetings as requested.

b.        Contact with building regarding board meetings in the conference room, set up for lunch and F&B service, etc.

5) Maintain complete contact information directory for Board, Members, Committees, and Assistants.

a.     Send emails to Board, Members, and Committees for all press releases, meeting notices, and materials.

b. Maintain Board history for terms, committees, and by-laws.

6) Office Manager responsibilities include, but not limited to:

a.     Welcome office visitors (maybe one to two a day) and gatekeeper for incoming calls to main switchboard and executive team (2 -3 calls per day). Relay phone messages.

b.     Notifying building manager of any issues within the corporate offices or common areas.

c.     Reserving and setting up conference rooms.

d.     Maintaining and sharing staff contact list including office numbers, mobile and email.

e.     Assisting all staff with car rental needs through preferred vendors.

f.       Oversee global emails to all staff on important dates (holiday or board meetings).

g.      Manage staff meetings, team outings, including lunch as requested by Executive Team.

h.     Manage parking lot access, including validation of special parking in auxiliary garage as needed.

i.       Manage elevator access through security company.

j.       Manage mail room, supplies, deliveries, and shipments daily

               i.     Code all office invoices as they come in and pass along to finance for processing and payment.

               ii.     Ensure all FedEx supplies are stocked and in fully supply.

               iii.     Ensure area is clean and organized.

k.      Copier/Printer contracts, supplies, and overseeing maintenance addressing any issues.

l.       Order supplies

               i.     Water tower (manage and order water weekly)

               ii.     Paper, pens, letterhead and branded envelopes, etc.

               iii.     Restroom supplies as needed (Kleenex, hand soap, hand lotion, etc.)

m.   Kitchen

a.     Loading/Unloading dishwasher daily

               i.     Ensure area is clean and organized

               ii.     Supplies always stocked – sodas, napkins, paper towels, coffee, creamers, starbursts.

               iii.     Ensure Keurig and Espresso supplies (ILLY) are fully stocked

               iv.     Ensure paper cups, plates and utensils are stocked (as needed)

n.     Attend all office building meetings (once per month) with other company leads to stay in touch on any building related information or updates/issues.

Event Management Responsibilities

1)     Assist with outgoing communications from President to event connections.

2)     Assist with scheduling, organizing counterpart meeting(s) agenda(s), dinner(s) and travel needs for Executive Team.

3)     Assist Executive Team on-site with any secretarial/executive assistant requirements and coordinate Board volunteers for Event activations.

4)     Oversee President’s guests (100 people) for the major events. Will require onsite assistance for two weeks or more each year.  

a.     Work closely with Director of Participant Concierge Services and Sr. Director of Participant Relations to arrange hotel reservations, executive car reservations, invitations to social events, and seating for the Event for industry (national and international) Executives.

b.     Coordinate assembly and delivery of gift bags, tickets, and information to rooms of VIPs when they arrive at the hotel or ship in advance as needed.

5)     Board and Members attending industry large scale events.

a.     Work closely with the Director of Participant Concierge Services on Board/Member logistics making sure they have all their seating, credentials, and parking prior to the event.

b.     Assist with any last-minute issues that come up with the President’s guests/Board at the event.

c.     Arrange for transportation to and from event locations.

Finance & Accounting Responsibilities

1)     Special assignments as requested by VP of Finance