The Assistant to the Executive Suite supports the ASTA’s five person Executive Team and serves as staff liaison to the ASTA Board of Directors and Executive Committee. This position is a proactive, bridge builder with the ASTA team members to maximize efficiency and effectiveness of the CEO and the senior staff. Further, this position is responsible for coordinating all Board and Executive Committee activities including meetings, board communications, electronic board book preparation and maintenance, drafting board minutes.
This position is a key member of the ASTA team. The ideal candidate will have keen interpersonal skills, excellent judgement, and have excellent organizational, communications and decision-making skills. These skills are critically important since the Executive Team travels extensively, very often internationally.
Responsibilities include maintaining communication with the Association’s Board of Directors, Executive Committee and officers; ensuring coordination of projects within the office; scheduling and planning executives meeting and travel; organizing staff meetings; and working closely with other support staff. Position requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal and communications skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
Reporting to the President/CEO and COO, the Assistant to the Executive Suite is responsible for and has commensurate authority to accomplish the following duties:
Maintain executive correspondence – print and electronic - of the President/CEO and Executive team.
Coordinate and maintain airline travel, accommodations, meeting registrations and trip folders for the President/CEO and Executive Team.
Reconcile business travel expenses.
In conjunction with the COO, serve as system administrator for the Association’s computer system, copiers and phones. This responsibility involves training, troubleshooting, and serving as point of contact with outside vendors.
Provide office managerial services, maintaining the appropriate level of supplies, and working with office equipment.
Support the activities of the Association’s Board of Directors, Executive Committee and association officers.
Act as Secretary to the Board of Directors and Executive Committee – recording and maintaining minutes and coordinating presentations.
Travel to and provide support for ASTA’s key (3) conferences
Organize and maintain files, records and correspondence.
Use a high degree of judgment and independent decision making.
Perform such other jobs/projects determined and assigned by the President/CEO or Executive team relative to the Association.
Three or more years’ experience as an executive assistant or office manager is preferred. Strong communication skills both written and verbal., Highly organized and detail oriented. Exemplary time management skills. Proficient in Microsoft Office applications. Ability to multi-task, adapt to changing priorities and meet competing deadlines.
About American Seed Trade Association
Founded in 1883, ASTA is one of the oldest trade organizations in the US.
The American Seed Trade Association is an Equal Opportunity Employer.