Senior Administrative Assistant

NATIONAL ELECTRICAL MANUFACTURERS ASSOCIATION-posted about 5 hours ago
Full-time • Mid Level
Hybrid • Arlington, VA
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The National Electrical Manufacturers Association (NEMA) is the leading organization representing the electroindustry.  NEMA provides policy leadership, advocacy, market intelligence, and standards for the industry. The Senior Administrative Assistant will provide administrative support to assigned members of NEMA’s executive team and serve as the primary point of contact for internal and external constituencies on all matters pertaining to the following NEMA Management Team members (Chief Financial Officer, Sr Vice President, Public Affairs and Sr Vice President, Regulatory and Legal Affairs). This role requires a combination of analytical, organizational, communications, and problem-solving skills, as well as an innate ability to balance multiple priorities. The Senior Administrative Assistant position is a salaried position reporting to the Chief Financial Officer and is located at NEMA headquarters in Arlington, VA. This position is hybrid, with a requirement of three days per week in person at the NEMA headquarters office.

  • Executive Support for assigned Management Team members:
  • Manage and maintain the Management Team members’ calendars, including scheduling meetings, coordinating travel, and handling logistics to ensure effective use of time and impact.
  • Proactively identify issues and prepare briefing materials, presentations, and reports for executive meetings.
  • Manage expense reports, contracts and related invoices
  • Assist Executive Assistant with special projects and initiatives as assigned
  • Works with other administrative staff to ensure coverage for all executives within the NEMA Management Team as needed
  • Oversee administrative workflows, recommend process improvements, and lead special initiatives or project-based assignments with minimal oversight.
  • Manage confidential information with discretion
  • Support for Finance and IT Division:
  • Schedule and coordinate Finance and IT project meetings and status updates.  This includes meetings with the auditors, IT partner vendor (CEI) and Finance partner vendor (CBIZ)
  • Provides support for the billing/invoice process
  • Provide organizational training for expense reporting in Concur
  • Organize division and department meetings, prepare agendas and take minutes and help ensure that follow-up items, action plans and deliverables are completed on time.
  • Assist with NEMA Board and Finance and Audit Committee materials
  • Assists with internal communications and announcements (such as month-end and year-end calendar)
  • Assist with maintaining SharePoint filing system for both Finance and IT
  • Support for Legal and Regulatory Affairs Division:
  • Assist in planning, scheduling, and preparing for Leadership Committee meetings for each of NEMA’s four end-market Sectors.
  • Assist in planning, scheduling, and preparing internal staff training sessions.
  • Assist with preparing materials for NEMA Board meetings and Nominating and Membership Committee meetings.
  • Coordinate with the Paralegal as needed on tasks including regulatory tracking, corporate filings, and updates to the customer relationship management system.
  • Support for Public Affairs and Communications Division
  • Assist in planning, scheduling, and preparing Public Affairs Committee, Federal Government Affairs Committee, and State Government Affairs Committee, and NEMA PAC Board meetings.
  • Assist in planning, scheduling, and preparing external speaking engagements, public profile opportunities, and other communications events.
  • Assist in planning, scheduling, and preparing for PAC events and PAC communications.
  • High school degree required, bachelor's degree a plus
  • 3-5 years of experience supporting C-Level Executives experience preferred
  • Excellent organizational and time-management skills.
  • Excellent written and verbal communication skills
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, NEMA members, and other external partners
  • Past experience supporting C-suite executives for Board of Governors/Directors interactions, including meeting preparation as well as meeting administration preferred
  • Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, and Power Point), Adobe Acrobat. Understands artificial intelligence (AI) tools and is able to incorporate use of AI into job as needed and appropriate.
  • Strong business acumen and analytical mindset, demonstrating highly effective problem-solving skills
  • Highly resourceful team player, with ability to also be extremely effective taking initiative and acting independently to move priorities forward. Can manage multiple priorities.
  • Positive outlook and team player who demonstrates professional presence in all settings. Carries out responsibilities in a manner consistent with NEMA’s core values: respect, integrity, teamwork, and leadership.
  • NEMA offers a competitive salary and excellent benefits package including paid holidays and personal time, flexible working hours, 401(k) plan, health/dental insurance, and partial pre-tax parking/Metro subsidy.
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