Executive Administrative Assistant
The Executive Administrative Assistant provides administrative support and strategic partnership to the President and Executive Director. This includes but is not limited to: proactively anticipating needs while managing the day-to-day workflow and prioritizing various projects; email and calendar management as needed; preparing materials for meetings; synthesizing meeting notes; and governance/board support. Plans, executes, and evaluates meetings and events.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
President and Executive Director Support
- Acts as first point of contact and acting as the gateway for all inquiries of the President and Executive Director.
- Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of WEA events.
- Acts as staff liaison and administrative support to the WEA Board of Directors; includes minute-taking, board material production, and meeting materials distribution. Coordinates meeting space and sleeping rooms for participants.
- Acts as staff liaison and administrative support to the WEA Delegate Assembly (DA) and NEA Representative Assembly (RA); includes minute-taking, board material production, and meeting materials distribution. Coordinates meeting space and sleeping rooms for participants.
- May periodically assist the President and Executive Director’s with their email, responding to inquiries timely and in the tone, spirit, and style of the President and Executive Director.
- Prepares materials, gathers pertinent information (research), and develops execution plans for meeting presentations and facilitations.
- Coordinates President and Executive Director schedules and travel schedule/arrangements, ensuring time is maximized effectively.
- Drafts and edits correspondence, reports, articles, publications, and presentations on behalf of President and Executive Director.
- Synthesizes meeting action items, outcomes, and provides comprehensive meeting notes.
- Maintains constant partnership with the staff team for continuity, alignment, and support.
- Coordinates all arrangements for Delegate Assembly, TNT Host State, and other meetings as determined by the President and/or Executive Director.
- Negotiates contracts with hotels and conference centers. Makes all hotel arrangements by working with hotel or conference facility staff; makes meeting/event arrangements such as room reservations, menu selections, meeting room set-up and equipment.
- Coordinates award process for Delegate Assembly.
- Acts as State Coordinator for the NEA Representative Assembly/Annual Meeting.
- Works in conjunction with Membership Specialist on the election of delegates to the RA.
- Makes all arrangements for and assists the Wyoming delegation prior to and during the RA.
- Maintains WEA’s legal services files and coordinates the WEA/NEA billing as part of the Legal Management System.
- Communicates and coordinates with NEA Legal Services, WEA’s Legal Counsel Office and UniServ Directors.
- Assists the Executive Director in overseeing the general maintenance of the WEA building and grounds.
- Assist other staff with various projects as needed.
- Certified Administrative Professional (CAP) designation preferred; if not a CAP designee, WEA will pay for this certification within 12 months of hire date.
- Bachelor’s Degree in Business, Administration, or similar field required, or a combination of the equivalent in specific work-related experience and commensurate work history.
- Excellent technology application skills (Microsoft Office Suite, Zoom, etc.).
- At least three years of executive administrative support preferred.
- Requires advanced knowledge of Microsoft Outlook for calendar and e-mail management.
- Must be self-directed and able to work independently and reliably.
- Ability to maintain confidentiality.
- Must value and respect the administrative profession.
- Must exhibit a professional image, empathy towards others, and exceptional service attitude.
- Listens and responds effectively to questions; resolves problems.
- Requires strong attention to detail, good organizational skills with a high degree of accuracy along with ability to set and adjust priorities effectively.
- Must exhibit initiative, able to use good judgment, problem solving skills and take appropriate action.
- Ability to analyze and interpret information and apply to current situations.
- Must be able to work effectively as an individual contributor and within a team to support positive outcomes.
- Ability to be flexible and change priorities and direction as needed; adept at multitasking with ability to remain calm under stress, chaotic situations and tight deadlines.
- Requires strong written and verbal communication skills.
- Must present a professional approach in all communications and situations.
- Ensures understanding by asking clarifying questions and restates understanding for confirmation.
Accountability and Measures
- Exhibits positive interaction with multiple levels of co-workers and governance (governance, management, members, NEA staff, WEA staff)
- Accuracy of work
- Meet deadlines
- Ensure proper interactions with others
- Ability to travel in and out of state.
- Ability to work long hours and weekends when necessary.
- WEA Headquarters office, Cheyenne, Wyoming
Submit resume, cover letter and three references to:
Wyoming Education Association
115 E 22nd St.
Cheyenne, WY 82001
email@example.com – Subject Line: Application, Executive Administrative Assistant