Executive Assistant

Description

A company based out of The Woodlands is seeking an Executive Assistant for a remote opportunity. This will be a contract to hire opportunity and will require a minimum of 10 years' experience supporting C-Suite Executives. If you are interested and qualified in this role, please apply today!

Responsible for all activities related to executing the annual company meetings. The company meeting draws a global audience and allows attendees to share research, explore new ideas, build career opportunities, and collaborate on future projects. More than 35 organizations meet under the company banner to conduct society/organization business, contribute to the scientific/scholarly program, and provide networking and learning opportunities for their members and the broad community.

Position Summary

The Executive Assistant (EA) works directly with the Executive Director and Meeting Director to ensure the strategic goals and programmatic initiatives of the company are met. As a key daily contributor to the leadership team, the EA provides administrative support to the Executive Director, Meeting Director, Board of Directors and Board appointed committees and task forces. The EA develops and carries out operational plans necessary for a wide range of activities as noted in the Key Responsibilities below. The position is full time, fully remote, and requires occasional travel (~ 4-6 trips per year).

Key Responsibilities

Provide administrative support to Executive Director and COMPANY Meeting Director, through scheduling of calls and calendar invitations and tracking completion of action items

Schedule calls and meetings with governance, faculty leadership, and vendors as needed for strategic growth and driven initiatives.

Maintain a deep understanding of the company strategic goals and programmatic initiatives; with Executive Team develop and carry out project plan to achieve these; track performance to schedule or metrics

Create reports, charts, documentation of company meeting outcomes, procedures or policies, presentation slides

Work closely with the Executive Director and/or Meeting Director to prepare and plan for monthly Board-driven committee and sub-committee planning calls, as needed.

Administrative support of timelines, agendas and meeting needs for the Program Committee, Workshop Committee, and Presidential Plenary Planning Work Group.

Arrange and manage board travel logistics, budgets and reimbursements

Clear, professional communication with stakeholders by phone, email and social media platforms; rapid escalation of problems or issues to ensure timely awareness and resolution.

Works closely with the team to provide detailed information and guidance to external vendors (hotels, venues, graphic design, marketing, caterers, etc.) to ensure performance expectations and timelines are met; negotiate with service providers to align with event budgets and to ensure maximum value

Research and analyze potential partners/suppliers, market trends as needed.

Requirements - Proven experience as an Executive Assistant or similar administrative role

• Proficient in Microsoft Excel

• Familiarity with Concur software

• Strong organizational skills with the ability to manage executive schedules through effective calendar management

• Excellent written and verbal communication skills, with experience in professional correspondence

• Ability to multitask and prioritize daily workload

• High level of discretion and confidentiality

• Exceptional attention to detail

• Ability to work well both independently and in a team setting

• Proactive problem solver with strong decision-making skills

• High school diploma or equivalent; higher degree or certification is a plus.

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit ~~~ for more information.

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