Job Description

Senior Executive Assistant

Hybrid, in the office Monday - Thursday

A prestigious and influential trade association in Washington, D.C., seeks an experienced senior executive assistant to provide critical administrative and operational support to the Senior Vice President (SVP). This strategic role requires a high degree of confidentiality, initiative, sound judgment, and proven ability to manage executive schedules and complex travel logistics. Manage crucial internal communications, coordinate meetings, and support the SVP in preparing strategic reports and presentations for senior leadership. Collaborate with senior leaders and guide less experienced team members to drive organizational success.

What You'll Do:

• Optimize Office Operations: Ensure compliance with corporate policies and principles, ensuring that all administrative processes align with organizational priorities and best practices.
• Coordinate Strategic Meetings: Organize high-level committee meetings, prepare agendas, distribute materials, take minutes, and ensure follow-through on key action items.
• Executive Support: Serve as the primary liaison for incoming calls for the SVP, manage a fast-paced calendar, and anticipate the SVP’s needs in preparation for high-profile meetings and events.
• Financial Oversight: Oversee and manage financial processes, including the preparation of expense reports, invoices, and purchasing card reconciliations, ensuring accurate tracking and reporting of all transactions.
• Complex Travel Coordination: Arrange complex international and domestic travel logistics for the SVP, including flight bookings, accommodations, visas, and ground transportation, ensuring seamless travel experiences.
• Maintain Information Systems: Ensure the department’s intranet site is up to date with the latest materials and maintain organized and compliant records according to retention and destruction policies.
• Event & Tradeshow Management: Coordinate tradeshows and other significant events, handling all logistics and ensuring flawless execution.
• Support Department Projects: Provide hands-on administrative support for key department initiatives, contributing to the smooth execution of projects that drive organizational impact.

What You'll Need to Succeed (Requirements):

• 10+ years of experience supporting a senior executive, and bachelor's degree in a relevant field or equivalent experience.
• Outstanding written and verbal communication skills, with a keen attention to grammar and detail in all business correspondence.
• Proven experience in managing complex international travel logistics, including visa and vaccination requirements.
• Exceptional interpersonal and customer service skills with the ability to interact with high-level stakeholders and teams.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Access, and SharePoint), with the ability to quickly learn new software tools.
• Experience with financial concepts and accounting and a demonstrated ability to synthesize information from multiple sources.
• Strong organizational skills and the ability to juggle multiple high-priority tasks and deadlines.
• Thorough understanding of business processes, workflow coordination, and nonprofit or trade association environments.
• Ability to manage, delegate, and coordinate team activities effectively.
• Composure and clarity under pressure and exceptional decision-making capabilities.

We recruit, employ, train, compensate, and promote without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, marital status, status as a protected veteran, genetic information, or any other characteristic protected by federal, state, or local law.

Job Tags

Similar Jobs