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National Restaurant Association - Executive Assistant

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Executive Assistant Public Affairs

The National Restaurant Association, one of the most influential business associations, has a dynamic opportunity for someone that enjoys supporting others to accomplish department goals. The Executive Assistant performs highly responsible administrative duties for the Executive Vice President (EVP) of Public Affairs and for the Senior Advisor, Public Affairs (Senior Advisor). 
 
Summary of Position:
Position requires individual to be skilled at professionally representing the Association and the department to all internal and external customers, organizing and delivering information concerning the EVP’s schedule and/or initiatives, and acting as a liaison to resolve potential conflicts before they become critical.  Position ensures that all interactions under their purview are handled appropriately and in a timely fashion.
 
Position reports directly to the Senior Advisor, Public Affairs to ensure proper alignment in support of the needs of the EVP, Public Affairs. This position serves as a key resource and contact for questions and inquiries with regard to the EVP and the department in general.  This person also participates in weekly department meetings, cross-functional organizational meetings, etc. to best support the EVP and Executive Team.
 
Principle Duties:
Works as part of the Public Affairs team to accomplish Association goals.
Assists Executive Vice President and Senior Advisor, Public Affairs to accomplish departmental goals.
Supports all internal team members and departments following the Association mission and values while promoting Association culture.
Proactively manages the EVP’s calendar and independently schedules appointments in a manner that supports the accomplishments of the EVP’s goals and required duties. 
Ensures the EVP receives all necessary pre-meeting reports, meetings agendas, briefing reports in a timely fashion.
Answers EVP’s phone calls and handles each in a professional style reflective of the EVP’s high standard and the organization’s values of of spirit of hospitality, respect, and excellence. 
Collaborates with the Senior Advisor to ensure the Executive Office is running smoothly, recommending improvements to systems or processes as needed.
Assists in meeting deadlines.  Follows up and confirms acceptance of meetings in a timely manner.
Manages departmental administrative responsibilities and sets priorities with little direction including processing expense statements, booking travel, preparing travel documents, processing invoices, etc.
Opens and sorts incoming mail, sends responses of regrets, thank yous, referrals and other correspondence and redirects to
staff as appropriate.  
Prepares correspondence from the EVP to various segments of the membership, presentations, meeting minutes, reports and materials as required, always maintaining confidentiality of department documents, files, etc.
Manages confidential/sensitive materials and issues for the EVP and the Senior Advisor including budgets, Board information, etc.
Assists the EVP with managing Board Committees and duties, industry meetings with Association President & CEO, Association conferences with SRAs, industry conferences, and speaking engagements.   Coordinates logistics as required for meetings (ordering food, managing AV needs, etc.)
Assists the Senior Advisor with managing consultants and vendors on behalf of policy and government affairs team, communications team, and research team.
Contributes to department job engagement and morale of team, and ensures that strong positive relationships are developed with other department members, other Company/Association employees and members, Board members, and vendors.  
Establishes and maintains effective relationships with other external key administrative personnel in order to further assist the duties of the EVP.
 
Financial Administration
Verifies proper invoices sign-off by the EVP, applying department and account code notation.
Assists in reconciling the department budget.
 
Position Specifications:
1. Essential Use of Following Tools:
Ability to use all standard equipment:  Computer, Printer, Fax Machine, Phones, Voicemail, Copiers, Legislative Software.
 
2. Essential Training/Certifications:
College degree required.
Minimum two to three years as an Administrative Assistant, Executive Assistant, or similar experience required.
Hill experience is a plus.
 
3. Essential Skills/Knowledge:
Strong organizational skills and attention to detail critical
Exhibits high level of professionalism, discretion, and sound judgment at all times
Strong writing, reading and math skills
Ability to communicate clearly and concisely, verbally and in writing
Computer literate (Excellent knowledge of Excel, Word, Outlook and PowerPoint applications)
Ability to learn other computer software programs, and enter and maintain accurate data/information
Broad fundamental government affairs knowledge
Ability to maintain confidentiality of highly sensitive information
Ability to work both as part of a team and work independently on multiple tasks completing them successfully with minimum supervision
Ability to work effectively under pressure and to prioritize work, often juggling multiple assignments within short timeframe.
Ability to follow through and meet deadlines
Problem-solving skills
Flexible and resilient
Time management skills
Strong interpersonal and diplomacy skills 
 
4.   Essential Mental Requirements:
Must be able to work as an integral part of the Public Affairs team
Must be able to maintain good rapport with all departments
Must be able to cope within a fast-paced work environment
Must be able to manage multiple projects with minimal supervision 
Must be able to understand the importance of the position for the success of the business
Ability to accept changes and be flexible
Be on time and with a minimal amount of absence
Must act with honor, character and integrity
 

 

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