Executive Assistant & Office Manager
About The Position
The Executive Assistant & Office Manager will serve as a trusted partner to the President & CEO, providing high-level administrative and operational support to both the CEO and Senior Leadership Team (Staff Leaders). This role plays a key part in supporting the leadership team’s day-to-day operations, enhancing executive effectiveness, and maintaining a professional, well-run office environment that supports NACS’ strategic priorities and member engagement. Success in this role requires exceptional organization skills, sound judgement, a high degree of discretion, and the ability to responsibly manage sensitive and confidential information while thriving in a fast-paced environment. The role is located onsite at NACS Headquarters in Alexandria, VA.
Requirements
- Minimum of 5+ years’ experience supporting senior executives (CEO, President, or equivalent).
- Proven ability to manage complex schedules and competing priorities under tight deadlines.
- Exceptional organizational, time-management, written and verbal communication, and interpersonal skills.
- High integrity, professionalism, and ability to handle confidentiality and sensitive information with discretion with professionalism.
- Strong proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).
- Ability to work collaboratively but also handle matters independently and exercise sound judgment as needed.
Nice To Haves
- Experience in a trade association, nonprofit, or membership-based organization.
- Experience supporting Board governance processes.
- Office management or facilities coordination experience.
- Familiarity with CRM or membership management systems.
Responsibilities
- Provide proactive, high-level administrative support to the President & CEO, and key members of the Staff Leaders team, including extremely active calendar management, meeting prioritization and scheduling, and coordination of domestic and international travel.
- Prepare, review, and manage correspondence, presentations, board materials, and briefing documents.
- Serve as a trusted gatekeeper and facilitator for internal and external communications.
- Coordinate executive meetings, including agendas, material preparation, documentation of minutes, and follow-up actions items.
- Support Executive Committee, Board of Directors engagement, including logistics, materials preparation, and communications.
- Provide administrative support to members of the staff leaders team as needed.
- Coordinate leadership meetings, offsites, and strategic planning sessions.
- Assist with ensuring alignment, accountability and follow-through on executive priorities and action items.
- Oversee and manage daily office operations to ensure a professional, efficient, and welcoming environment.
- Manage office vendors, supplies, conference logistics, and service contracts.
- Coordinate facilities-related needs, including maintenance.
- Support onboarding logistics for new employees and visitors.
- Answer and route incoming office calls to the appropriate staff members, and relay messages as needed.
- Provide oversight and day‑to‑day management of Administrative Coordinators, including mentoring, coaching, and ongoing support.
- Establish and maintain effective administrative systems, processes and best practices.
- Manage expense reporting, invoicing, and budget tracking.
- Support internal communications and cross-organizational initiatives.
- Identify and implement opportunities to improve efficiency, streamline operations and enhance executive productivity.
- Provide administrative support to the HR Director.
Benefits
- Comprehensive Benefits Package
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
Number of Employees
1-10 employees
