As the Executive Assistant / Board Liaison for the Energy Bar Association (EBA), you will report to and support the chief executive officer (CEO) while managing volunteer committees and calendars. This is a highly visible and fairly autonomous role where we will depend on you to connect the dots, manage the details, and produce solid outcomes.
You will manage the CEO’s online calendar and determine priority for multiple, and often urgent or sensitive, issues to make sure they are resolved effectively. Your ability to use online tools and anticipate the needs of the CEO and the organization will ensure that EBA runs efficiently and smoothly and that our members feel exceptionally well-served. In this role, your warmth, intelligence, inquisitiveness, attention to details, organization skills, customer service skills, graciousness, poise, judgment, and discretion will all be important to success.
As the main point of contact for our committee volunteers, you will coordinate meetings and content for our committees as well as our boards of directors. We will count on you to look around the corner and stay ahead of important milestones and we will depend on you to manage highly confidential and sensitive information. Additionally, you will coordinate certification for state continuing legal education (CLE) credits, event registrations, manage website content updates, and answer distance learning related inquiries.
EBA is an international, non-profit association of attorneys, energy professionals, and students active in all areas of energy law. EBA has seven regional chapters across the U.S. and an increasing number of members in Canada and Mexico.
We host numerous educational seminars, including two national conferences per year. Our educational programming covers all facets of energy law (electricity reliability, oil pipeline regulations, renewable energy, environmental law, etc.). Many of our programs are approved for CLE credits which our members need to stay current. In addition to programming, EBA members rely on us to provide valuable opportunities for networking. Our lunches, receptions, and dinner programs allow our members to meet and share their expertise.
Responsibilities of the Executive Assistant
Exercise discretion in organizing and maintaining the electronic calendar including managing telephone calls and visitors; arranging and coordinating appointments, meetings, and functions; and preparing and providing appropriate documentation to assist with meetings.
Determine the priority of matters for the attention of the CEO; redirect or handle matters as appropriate and resolve conflicting demands on her time.
Collect documents and data for the CEO, following up on deliverables from both internal and external stakeholders.
Oversee internal staff calendar and reservations for conference rooms and other office spaces. Manage logistical arrangements, including virtual/conference call, food and beverage, room setup/cleanup, and other needs for meetings held in the office.
Apply for state CLE approval through the various bar associations.
Maintain CLE credit files. Report attendees’ CLE credits to select state bar associations and assist attorneys with applying or reporting their certificates where applicable.
Coordinate staff travel arrangements, developing complete and comprehensive itineraries, booking flights and accommodation, and arranging meetings and visits.
Independently compose, prepare, and follow up on various internal and external correspondences.
Maintain paper and electronic files and archive annually.
Coordinate contracts and maintenance for office equipment – copier, postage machine, telephones, etc.
Prepare expense claims.
Membership and Donor Administration
Process new member welcome packages and prospect packages. Run membership reports and manage all items related to membership administration, including meeting and educational programming registration forms.
Process new, renewal, and other memberships as well as charitable contributions into our database via credit card and other payment methods.
Track donations and manage recognition of all donor gifts and pledges. Make recommendations for donor increases.
Board, Committee, and Meeting Support
Manage meeting logistics and scheduling for all three boards.
Manage lists for all committees.
Research background material and prepare board books, agendas, and presentation materials for meetings. Create PowerPoint presentations, financial charts, and special reports as needed.
Attend board and executive committee meetings. Draft and distribute meeting minutes and prepare and distribute other post-meeting documents and correspondence as necessary, including follow-up action where required.
Update and maintain records including board and committee minutes, policy manuals, membership records, volunteer group rosters, bylaws, and other key information.
Confirm speakers for major meetings: Annual Meeting, Mid-Year Energy Forum, Primers.
Manage volunteer programs including communications with volunteers throughout the year.
Develop recognition and rewards initiatives to strengthen overall volunteer program.
Coordinate volunteer leader hotel and travel arrangements, executive meetings, and social receptions.
Build relationships with the executive assistants of board officers, key volunteers, and stakeholders.
Coordinate the nominations and elections process for appointments to the boards of directors.
Assist meeting and marketing staff in posting website and social media updates.
Qualifications of the Executive Assistant
Minimum of 5-7 years of executive-level support experience.
Solid proficiency with Microsoft Office and other software applications (strong Word and Excel skills required)
Experience managing online calendars for multiple individuals.
Ability to manage cloud systems such as video conferencing, constant contact, doodle.com, or similar.
Experience managing invoices, accounts payable, and accounts receivable.
Ability to work independently and set operational priorities.
Strong writing, editing, and proofreading experience in a business environment.
Experience working with a board.
Association experience and familiarity with an association management system (AMS) or customer relationship management (CRM) database highly desirable.
Ability to work independently, as well as a member of a team, with an approach that is flexible, eager, and friendly.
Excellent interpersonal skills and written communication skills; exemplary telephone manners.
Some travel is required for meetings and events.
Attributes of the Executive Assistant
Confident and pleasant. You understand that everyone is a “customer” and should have a “Ritz Carlton” service experience when contacting the executive office.
Great communicator. You have excellent oral and written communication. You demonstrate poise, diplomacy, and tact.
Detail oriented. Even though you are detail oriented, you can also see the big picture and understand how the details relate to the overall mission of the organization.
Organization skills. Your attention to detail is supported by your organization skills. You appreciate order and know how to achieve it efficiently.
Flexible and capable. You manage changing priorities without difficulty and get the job done.
Problem solver. You are solution-minded, confident, and steadfast in the face of uncertainty. You identify what needs to be done first, anticipate needs downstream, and carefully steward projects.
Able to hold anything in confidence. While you are friendly to all, you divulge nothing confidential to anyone and never give the impression to anyone that you are holding any confidential information. You use the utmost discretion inside the office and out about the knowledge and information that you hold.
Autonomous. You are self-motivated and work well independently. You are not afraid to make a decision, but you know when to seek input.
Strong initiative and judgment. You have good judgment and a thoughtful approach. You are sensitive to the challenges, goals, and varying needs of all stakeholders.
Resourceful and great follow through. Whether it’s something that requires a quick turn-around or a long-term project with many steps, you take full responsibility from start to finish. When you say you’ll get back with someone, you do.
Team player. You work as an integral part of a team that works and wins together. You are articulate, persuasive, and willing to listen to and respect the views of others. You confidently engage with staff at all levels to define needs and expectations. You collaborate on projects and communicate results.
What’s Attractive to the Right Executive Assistant Candidate?
Your work will have a direct impact on making the CEO more efficient.
Outside of the occasional, urgent, time-sensitive matters, you will be able to leave work at work and will not be required to be “on call” once you leave the office.
You will enjoy a strong working relationship with the CEO who is an experienced association professional with a customer-oriented, service-focused approach to leading the organization.
Our members are a pleasure to work with: smart, capable, and dedicated to EBA’s success.
We offer a competitive salary and excellent benefits to include medical, dental, and life insurance, 2 weeks paid vacation, sick time, bereavement, holidays, 401(k) contribution, long-term insurance, and more.
To Apply for the Executive Assistant position with EBA:
Use the "Apply" button on this page, or simply email your resume to Ellen Greenwood at resumes@StaffingAdvisors.com with “EBA – Executive Assistant / Board Liaison /2018-2334 ASAE"in the subject line of the email.