Title: Executive Administrator and Board Liaison
Reports to: CEO
Type: Salaried, non-exempt
Location: Hall of the States, Washington, D.C.
The work of the Executive Administrator is integral and vital to the success of the CEO and Executive Vice President as well as the Organic Trade Association (OTA) and affiliated non-profit, The Organic Center (TOC), by providing necessary administrative support for ongoing activities and special projects. The person in this role must possess the following attributes:
- Able to function as primary support staff to OTA’s CEO and Executive staff.
- Able to build positive and strong relationships with OTA’s Board of Directors, staff, and membership.
- Develop and maintain a deep understanding of OTA’s work and use that knowledge while performing work duties.
- Maintain his/her “finger on the pulse” of the organization, and have a 360-degree perspective.
- Anticipate the needs of the CEO and Executive staff and the Board of Directors.
- Demonstrate flexibility and complete other duties as assigned.
Examples of specific work tasks might include:
General Office Administration:
- Scheduling and travel arrangements for CEO and Executive staff; secure reasonable rates.
- Support CEO membership acquisition and retention efforts.
- Support Boards of both The Organic Center and the Organic Trade Association.
- Provide administrative and operational support to OTA’s D.C. office: phones, mailing, supplies and IT support services with State Services Organization.
- Meeting planning, including room acquisition and other operational details in the Hall of the States or other D.C. locations.
- Take minutes and facilitate committee and other meetings as requested by CEO and Executive Vice President.
- Use database to support executive and policy activities.
OTA and TOC Board Administration:
- Manage the preparation of Board and Board committee meetings: ensure timely delivery of the same.
- Maintain roster of Board members and their contact information for full Board of Directors and its committees; maintain group e-mail lists; ensure Board member information, including dates of service, is up to date in the OTA database; maintain master list of "Board Alumni."
- Maintain calendar of Board and Board committee meetings, and ensure that sufficient notice of meetings is given.
- Board meeting operations: arrange meeting space, food and AV for Board meetings.
- Set up Board meeting conference calls.
- Ensure all current Board and committee meeting minutes are filed on the server; notify Executive Administrator at Headquarters when approved minutes are completed.
- Assist with the production of the new Board member orientation notebook.
- Coordinate ballot creation, member notification, and voting for Board of Directors annual elections.
- Distribute and compile results for the annual Board self-assessment survey.
- Complete contractor/systems research.
- Collect and analyze data. Complete reports as requested.
- Executive and Board task force administration.
Five years’ related job experience or equivalent. Bachelor’s Degree. Job-related continuing education a plus. Strong written and oral communication skills.; Excellent typing and word processing skills. IT trouble shooting skills. Discretion and comfort interacting with executives. Knowledge of Excel and Access a plus. Outlook is required. Attention to detail. Ability to work independently as well as perform routine work. Excellent interpersonal skills. Team member. Ability to work well under pressure with critical deadlines. Knowledge of the organic industry a plus. Some travel may be required.
The Organic Trade Association does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation or marital/family status. Persons with disabilities, who require alternative means for communication of program information, should contact us.
Please send cover letter and resume to firstname.lastname@example.org.