Administrative, Clerical, Support, Other, Project Management/Program Development
4 Year Degree
The Executive Administrator serves as the primary point of contact between the Executive Director/CEO and internal/external customers. The successful candidate will be a seasoned, high-level administrative professional with tact, professionalism, and a sense of urgency characterized by a focus on success and a drive towards helping achieve organizational goals. The successful candidate must integrate well within a team environment that emphasizes mutual respect and collaboration, and where the common goal is organizational and individual success. Specific duties include:
Executive Office Support:
Serve as “gatekeeper” for the Executive Director/CEO by managing appointments, screening calls, and exercising discretion in handling information of a sensitive and confidential nature;
Manage Executive Director/CEO’s travel, meeting and event arrangements, as well as process expense reports;
Obtain working knowledge of association management system in order to research and obtain various statistical or trend data, as requested;
Draft correspondence and PowerPoint presentations, as needed, based on information provided by Executive Director/CEO;
Research, prioritize, and follow-up on incoming issues and concerns addressed to the Executive Director/CEO, including those of sensitive and/or confidential nature;
Serve as “eyes and ears” of the executive office, using good judgment to inform Executive Director/CEO of areas requiring his/her attention; and
Manage the annual Distinguished Leadership Awards Program.
Project Coordination and Tracking:
Develop and maintain processes to track assignments and projects originating from the Executive office;
Ensure Executive Director/CEO is properly prepared for meetings with department heads by keeping him/her updated on project status;
Communicate regularly with department heads regarding the status of projects, including reminders on impending deadlines; and
Work closely with Executive Director/CEO on corrective action/communication related to late or missed deadlines, and take on special projects that may arise as a result.
Assist board members with travel arrangements, lodging, and meal planning for quarterly meetings;
Manage preparation of Board meeting briefing materials;
Prepare draft minutes from Board meetings;
Assist Executive Director/CEO in management of the Board nominations process and bylaws maintenance.
Committee Organization and Communication:
Manage routine correspondence with committee chairs regarding Board meeting dates, updates required, and other information needed;
Ensure committee member adherence to organizational policies and procedures;
Work closely with Executive Director to develop revised committee structure, as needed; and
Manage changes and updates to committee rosters.
Travel to 3-4 meetings per year is required. Other duties as may be assigned.
Minimum Required Qualifications:
Minimum of 5 years’ experience in a high level administrative position;
Highly professional demeanor;
Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook;
Ability to manage multiple priorities in a fast-pace environment.
Additional Salary Information: Salary commensurate with experience. All applications must include a cover letter with salary requirement or range, and addressing the minimum qualifications noted. Applicants applying without a cover letter addressing both will not be considered.
The Design-Build Institute of America (DBIA) is the only organization that defines, teaches and promotes best practices in design-build project delivery. DBIA was founded in 1993 in response to the emergence of design-build and integrated project delivery as a significant force in the design and construction industry. From its headquarters in Washington, DC, and network of regions throughout the ...U.S., the Institute provides a forum for all participants in the design-build process, owners and practitioners alike. DBIA is the center of expertise for integrated project delivery, advocating best practices, creating and disseminating educational information, and furnishing advice and support to facility owners and users. For more information visit www.dbia.org.