Executive Assistant

Mathematical Association of America•Washington, DC

15d•$80,000 - $85,000

About The Position

The Executive Assistant provides direct executive support to the Chief Executive Officer of the Mathematical Association of America (MAA), with the primary goal of facilitating the CEO’s leadership of the organization. The role is the primary contact for internal and external constituencies on matters related to the Executive Office and serves as a liaison to the Board of Directors, Council and Committee Chairs, Congress, and MAA staff. The Executive Assistant also supports the MAA Secretary, coordinates executive outreach and external relations, and oversees special projects. The position requires independent project work from conception through completion and the ability to manage varied activities and confidential matters discreetly under pressure. The role manages the CEO’s administrative needs, including schedules, meetings, records, correspondence, expenses, travel arrangements, and communications. It supports the execution and management of the MAA strategic plan, researches and follows up on issues addressed to the CEO, maintains organizational documents, coordinates high-level events, and handles office-related logistics and special projects. The Executive Assistant also provides governance and administrative support to the Board President and Secretary, Board of Directors, Congress, and Committee and Council Chairs. Responsibilities include meeting and records management, compliance with bylaws and advance distribution of materials, section elections, award processes, committee databases, governance webpages, and governance-related communications.

Requirements

Bachelor’s degree.
At least 5 years of experience supporting an executive office.
Exceptional written and verbal communication and interpersonal skills.
Strong grammatical skills for proofreading and editing.
Proficiency with MS Office Suite and other technology, including web-based systems such as Google Docs, AMS systems, and intranet administration.
Ability to learn new technologies and systems and support their integration into administrative tasks.
Strong organizational skills, including the ability to prioritize multiple tasks seamlessly and maintain excellent attention to detail.
Ability to exercise sound judgment, use discretion, and maintain confidentiality.
Ability to maintain cooperative and mutually beneficial relationships.
Ability to handle matters expeditiously and proactively and follow through on projects to successful completion, often under deadline pressure.
Ability to work effectively as an individual contributor and as a resourceful team player.
Commitment to a high level of customer or client service and responsiveness.
Forward-looking approach, including actively seeking opportunities and proposing solutions.
Problem-solving and decision-making capabilities.

Nice To Haves

Experience working with a Board of Directors for a membership association or experience in a nonprofit.

Responsibilities

Manage the CEO’s calendar, meeting planning, executive office files and records, expense reports, correspondence, travel plans, itineraries, agendas, and document compilation.
Plan, coordinate, and maintain the CEO’s schedule.
Communicate on behalf of the CEO with MAA leadership and staff, Board members, donors, and other constituents regarding the CEO’s initiatives.
Assist the CEO with execution and management of the MAA’s strategic plan.
Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including sensitive or confidential matters, and determine appropriate action, referral, or response.
Facilitate communication between the CEO’s office and MAA staff while maintaining credibility and trust.
Keep the CEO informed about upcoming commitments and responsibilities and follow up as appropriate.
Monitor internal and external developments and keep the CEO updated.
Maintain organizational documents, including organizational charts, phone lists, and staff documents via MAA Connect.
Build relationships important to organizational success and manage special projects for the President.
Manage guest lists and invitations for high-level functions hosted by the CEO.
Communicate with the building regarding repair requests and coordinate office supplies, maintenance, and repairs.
Maintain the Key Fob database and communicate additions and deletions to Kastle and building staff.
Support MAA teams and special projects at the CEO’s direction.
Manage governance-related administrative tasks for the Board President and Secretary, Board of Directors, Congress, and Committee and Council Chairs, including calendars, meeting planning, records, expenses, and correspondence.
Ensure compliance with applicable bylaws and rules for Board and committee matters, including advance distribution of meeting materials in electronic or paper format.
Manage the Section elections process with Section Officers, including gathering ballot information, preparing ballots with the election vendor, and handling post-election communications and administration.
Manage award processes with the Secretary, including assembling prize committee packages, notifying winners, collecting information, and preparing accounting and communications documents.
Manage MAA Committee List databases in the Association Management System in coordination with the MAA Board Secretary.
Maintain governance webpages on the MAA website.
Coordinate with the internal Marketing & Communications team on governance-related communications.
Manage guest lists and invitations for high-level functions hosted by the Board President.