This position is responsible for providing a full range of executive-level administrative support to the Chief Executive Officer and Executive Vice President, Business Strategy and Industry Engagement. The role includes but is not limited to, maintaining calendars, making travel arrangements, coordinating meetings and compiling meeting agendas and materials. The Manager, Executive Office also collaborates with internal colleagues and external stakeholders to ensure efficient and productive daily operations for the CEO and EVP.
Essential Duties and Responsibilities
- Conduct various duties for both executives, including complex calendar management, travel plans, expense reports, processing invoices, etc.
- Manage speaking and meeting engagements for both executives and trip folios, including coordination of prep calls, gathering talking points and briefing documents from internal colleagues, and coordinating logistics with external contacts.
- Proactively cultivate dialogue between both executives and internal departments, ensuring fluid communication throughout the organization.
- Organizes daily/weekly/monthly decisions, projects, action items and issues for both executives’ attention.
- Draft executive correspondence as needed—communicating on behalf of either executive on urgent matters as directed.
- Serve as an administrative liaison to the U.S. Travel’s Board of Directors.
- Align with industry engagement team on opportunities to enrich board member relationships and engagement with U.S. Travel.
- Prepares and oversees the CEO, EVP, and National Chair’s schedule for the association’s annual tradeshow, ESTO, board meetings and other key events.
- Manages and tracks board participation and attendance and performs logistical planning for board members and VIPs during the annual tradeshow and other U.S. Travel sponsored events.
- Teamwork: Demonstrating and promoting a spirit of cooperation within and outside work unit; working together toward a common goal; building quality relationships with internal and outside teams; building positive relationships with internal and external contacts.
- Communication: Conveying written and oral communications effectively; keen attention to detail demonstrated thorough concern for all areas involved; sharing information; listening attentively and responding appropriately.
- Initiative: Constantly thinking ahead and recognizing the need for action; confronting issues and taking appropriate action in a timely manner and valuing the time and workload of others involved; pursuing an issue until the problem is solved.
- Problem Solving: Identifying problems affecting the work unit or U.S. Travel Association; taking early corrective action to avoid problems; generating new ideas and practical solutions.
- Feedback: Comfortable offering and receiving feedback and in search of constant self-improvement.
- Associate or bachelor’s degree in Business or a related field
- A minimum of three-five (3-5) years of experience as an executive assistant or project manager in a fast-paced team environment
- Proficiency in Microsoft Office suite
- Strong planning and organizational skills
- Ability to proactively anticipate the needs of executives and collaborate with appropriate colleagues or departments to support the needs and issues.
- Proven track record of developing and managing efficient processes and systems.
- Excellent interpersonal skills and capable of exercising discretion on all matters
To apply, please send resume to firstname.lastname@example.org with “Manager, Executive Office” listed in the subject line.