Executive Assistant to the Executive Director, President

Indiana State Teachers Association•Indianapolis, IN

7d•$51,000•Onsite

About The Position

This Management Support Personnel(MSP) position provides skilled support assistance to the Executive Director, President and State Officers with minimal supervision and always acting in a confidential and discretionary capacity. This employee is assigned to the Headquarters office in Indianapolis and reports to the Executive Director. This employee supports the work in coordinating and controlling the work of extensive and complex programs. Based on knowledge of policies, procedures, views, plans and interest, said employee takes initiative in managing the flow of papers and work, using sound judgment and tact in deciding priorities. Additionally, this position requires skilled support for the ISTA Board of Directors. The qualifications, duties and responsibilities listed below are those required for the position, but do not encompass all that may be included in the day-to-day performance of this position.

Requirements

High school diploma or equivalent. One year of business school or college preferred.
Five years of progressively responsible executive assistant experience.
Knowledge of ISTA organizational structure, including the internal and external functions, office routines and administrative procedures.
Knowledge of grammar, spelling, punctuation and accepted typing styles and formats.
Skill in performing arithmetical computations and in assisting budget preparations, preparing vouchers for approval.
Excellent technology skills, including proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Publisher, IMS and the operation of common office equipment.
Flexibility, good judgment and initiative required.
Ability to handle with discretion confidential matters.
Ability to be effective under pressure in solving office problems independently.
Demonstrated understanding of and accuracy in grammar, spelling and proofreading.
Demonstrated ability to communicate tactfully, courteously and effectively, both verbally and in writing.
Detail-oriented and a keen ability to prioritize tasks.
Ability to work well and harmoniously with others.
Ability to complete work with accuracy and within established timelines.
Ability to carry out assignments with minimal supervision.
Ability to keep accurate records and proficiency in filing.
Demonstrated experience and success in working effectively under pressure solving problems and meeting stringent deadlines.

Responsibilities

Provide all administrative support for the ISTA Executive Director, President and State Officers.
Provide support for the ISTA Board of Directors and its subcommittees.
Provide support for the ISTA Insurance Trust Board of Directors.
Maintain and keep accessible and in order official governing documents of the Association, including Board Policy, Standing Rules, Bylaws and Articles of Incorporation.
Maintain the official permanent records of the Association in accordance with the Association’s policies.
Prepare and organize materials and activities as needed for management staff.
Review expense vouchers for compliance and code appropriately for authorization and payment.
Administer the Association’s strategic calendaring function.
Schedule meetings, prepare materials and keep and distribute accurate minutes as appropriate.
Serve as the contact (Submittable) for the Foundation Educator Learning Grant.
Provide support for ISTA Standing Committees, including Issues and Concerns, Minority Affairs, Governance and Professional Practices and Standards.
Ensure a successful All Committee Weekend including the coordination of the logistics and functions.
Monitor, track and ensure certain state level roles of the Association are kept updated.
Provide administrative support for ISTA Statewide Elections.
Obtain and track minutes from District Council Meetings.
Provide administrative support for the ISTA Foundation.
Administrate the ISTA Awards program.
Organize and provide support for the NEA Gala.
Ensure successful operation of the ISTA Representative Assembly, including the coordination of all logistics and functions. Work with a team of others to support the RA.
Provide administrative support for NEA conferences.
Other duties as assigned.