American Trucking Association
Executive Assistant
American Trucking Association, Washington, District of Columbia, us, 20022
Job Description
Job Description The American Trucking Associations (ATA), the nation’s leading trade and lobby association representing the trucking industry, is actively seeking a detail-oriented and professional Executive Assistant. The Executive Assistant plays a crucial role in supporting our executives, ensuring their schedules are managed efficiently, and facilitating seamless communication within the organization. The Executive Assistant provides executive support in a one-on-one working relationship with each of the association’s executives, three to four executives specifically. The incumbent in this position is regularly required to work outside of normal business hours and must be able to work effectively with individuals of varied personalities and professional disciplines, while maintaining confidentiality of information. This position interacts with ATA staff, ATA members, Federation partners, elected officials, other trade associations, government agencies, and the public. This position has no budgetary or supervisory responsibilities. The incumbent is expected to adhere to company policies and procedures, promote and foster a team-based work environment. The incumbent will demonstrate flexible and efficient time management and can work in a fast-paced environment while maintaining a positive and professional disposition. The incumbent must consistently report to work on time prepared to perform the duties of the position. This position requires the incumbent to be onsite 3-4 days per week, including Monday and Tuesday. CORE FUNCTIONS: Manages an extremely active outlook calendar of appointments and commitments; prepares and arranges meeting agendas; schedules and calendars meetings; sets location, time and appropriate duration; identifies, invites and confirms participants; and facility arrangements when required. Researches, prioritizes, and follows up on incoming issues and concerns addressed to ATA’s Executives, including those of a sensitive or confidential nature. Plans, coordinates and ensures executive schedule are followed and respected; acts in a “gatekeeper” capacity for direct access to executives’ time and office. Keep executives well informed of upcoming commitments and responsibilities and follow up appropriately. Communicates daily with ATA staff, elected officials, volunteers, past presidents, members and customers. Assures smooth communication flow among elected officials, board members, and staff. Coordinates and schedules Monday meetings with Senior Leadership. Monitors and maintains the president’s internal and external correspondence, letters, phone calls, etc. Drafts acknowledgement and thank you letters, personal correspondence and other correspondence as needed. Prioritizes conflicting needs; handles all matters expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures. Sets up daily briefing binder, meeting files and agendas. Works in conjunction with ATA staff and partners to prepare the executives for any meetings, travel and/or speaking engagements. This includes briefings, members, affiliates or prospect background and other projects as required. Briefings should be completed 48 hours prior to the scheduled event. Prepares travel arrangements, expense reports and all items needed to ensure the executives’ successful focus on external relations and organizational growth. Practices discretion when working closely with the President & CEO’s immediate family on scheduling and travel needs; anticipates potential issues or changes in travel schedules. Partners with MIS department to provide basic-level technology support to the Executives. Organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Travel to at least three ATA Meetings per year. Other duties as assigned BACKGROUND REQUIREMENTS: Education/Relevant Experience –BS/BA preferred. At least five years’ experience of increasing professional level responsibility in executive support or related field. Any combination equivalent of experience and education that could provide the required knowledge and abilities would qualify. Trade association or nonprofit experience a plus; experience in one or more of the following areas preferred: local government, member service organization and/or state or federal officials’ office. Skill Requirements – Proficient working on digital communication platforms such as Zoom, Microsoft Teams, and WebEx. Proven success scheduling and facilitating video conference meetings. Proficiency in Microsoft Office is required. Must have experience in the use of a database system, such as Personify. Incumbent must have exceptional communication skills, both verbal and written. Strong organizational skills and the ability to work under pressure. Requires the ability to work independently as well as within a team environment on projects from inception to completion. Must be able to handle a wide variety of activities and confidential matters with discretion. Demonstrate flexible and efficient time management; work in a fast-paced environment while maintaining a positive and professional disposition. This position requires working with a sense of urgency while applying well-honed attention to detail. This position is required to travel to ATA’s Executive Committee Meeting, Mid-Year Management Session, and Management Conference and Exhibition. Professional Certification and Affiliations – None required. ADA QUALIFICATIONS: Work is sedentary and often performed in an office setting. The work area is adequately lit, heated, and ventilated. The employee may occasionally lift and/or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ADDITIONAL INFORMATION: Statements included in this job description do not necessarily represent an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as circumstances change. Why ATA: ATA is the voice of the industry America depends on most to move our nation’s freight. We are a 90-year-old federation with state trucking association affiliates in all 50 states. We represent every sector of the industry, from LTL to truckload, agriculture, and livestock to auto haulers, and from large motor carriers to small mom-and-pop operations. ATA offers:
a competitive salary and benefits package
Flexible hybrid work schedule
Education assistance
Various retirement plans with employer match
Medical, dental & vision benefits at affordable cost
HSA and FSA plans with employer contributions
Applicants must be eligible to work in the United States. The American Trucking Associations is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or other protected veteran status.
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Job Description The American Trucking Associations (ATA), the nation’s leading trade and lobby association representing the trucking industry, is actively seeking a detail-oriented and professional Executive Assistant. The Executive Assistant plays a crucial role in supporting our executives, ensuring their schedules are managed efficiently, and facilitating seamless communication within the organization. The Executive Assistant provides executive support in a one-on-one working relationship with each of the association’s executives, three to four executives specifically. The incumbent in this position is regularly required to work outside of normal business hours and must be able to work effectively with individuals of varied personalities and professional disciplines, while maintaining confidentiality of information. This position interacts with ATA staff, ATA members, Federation partners, elected officials, other trade associations, government agencies, and the public. This position has no budgetary or supervisory responsibilities. The incumbent is expected to adhere to company policies and procedures, promote and foster a team-based work environment. The incumbent will demonstrate flexible and efficient time management and can work in a fast-paced environment while maintaining a positive and professional disposition. The incumbent must consistently report to work on time prepared to perform the duties of the position. This position requires the incumbent to be onsite 3-4 days per week, including Monday and Tuesday. CORE FUNCTIONS: Manages an extremely active outlook calendar of appointments and commitments; prepares and arranges meeting agendas; schedules and calendars meetings; sets location, time and appropriate duration; identifies, invites and confirms participants; and facility arrangements when required. Researches, prioritizes, and follows up on incoming issues and concerns addressed to ATA’s Executives, including those of a sensitive or confidential nature. Plans, coordinates and ensures executive schedule are followed and respected; acts in a “gatekeeper” capacity for direct access to executives’ time and office. Keep executives well informed of upcoming commitments and responsibilities and follow up appropriately. Communicates daily with ATA staff, elected officials, volunteers, past presidents, members and customers. Assures smooth communication flow among elected officials, board members, and staff. Coordinates and schedules Monday meetings with Senior Leadership. Monitors and maintains the president’s internal and external correspondence, letters, phone calls, etc. Drafts acknowledgement and thank you letters, personal correspondence and other correspondence as needed. Prioritizes conflicting needs; handles all matters expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures. Sets up daily briefing binder, meeting files and agendas. Works in conjunction with ATA staff and partners to prepare the executives for any meetings, travel and/or speaking engagements. This includes briefings, members, affiliates or prospect background and other projects as required. Briefings should be completed 48 hours prior to the scheduled event. Prepares travel arrangements, expense reports and all items needed to ensure the executives’ successful focus on external relations and organizational growth. Practices discretion when working closely with the President & CEO’s immediate family on scheduling and travel needs; anticipates potential issues or changes in travel schedules. Partners with MIS department to provide basic-level technology support to the Executives. Organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Travel to at least three ATA Meetings per year. Other duties as assigned BACKGROUND REQUIREMENTS: Education/Relevant Experience –BS/BA preferred. At least five years’ experience of increasing professional level responsibility in executive support or related field. Any combination equivalent of experience and education that could provide the required knowledge and abilities would qualify. Trade association or nonprofit experience a plus; experience in one or more of the following areas preferred: local government, member service organization and/or state or federal officials’ office. Skill Requirements – Proficient working on digital communication platforms such as Zoom, Microsoft Teams, and WebEx. Proven success scheduling and facilitating video conference meetings. Proficiency in Microsoft Office is required. Must have experience in the use of a database system, such as Personify. Incumbent must have exceptional communication skills, both verbal and written. Strong organizational skills and the ability to work under pressure. Requires the ability to work independently as well as within a team environment on projects from inception to completion. Must be able to handle a wide variety of activities and confidential matters with discretion. Demonstrate flexible and efficient time management; work in a fast-paced environment while maintaining a positive and professional disposition. This position requires working with a sense of urgency while applying well-honed attention to detail. This position is required to travel to ATA’s Executive Committee Meeting, Mid-Year Management Session, and Management Conference and Exhibition. Professional Certification and Affiliations – None required. ADA QUALIFICATIONS: Work is sedentary and often performed in an office setting. The work area is adequately lit, heated, and ventilated. The employee may occasionally lift and/or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ADDITIONAL INFORMATION: Statements included in this job description do not necessarily represent an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as circumstances change. Why ATA: ATA is the voice of the industry America depends on most to move our nation’s freight. We are a 90-year-old federation with state trucking association affiliates in all 50 states. We represent every sector of the industry, from LTL to truckload, agriculture, and livestock to auto haulers, and from large motor carriers to small mom-and-pop operations. ATA offers:
a competitive salary and benefits package
Flexible hybrid work schedule
Education assistance
Various retirement plans with employer match
Medical, dental & vision benefits at affordable cost
HSA and FSA plans with employer contributions
Applicants must be eligible to work in the United States. The American Trucking Associations is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or other protected veteran status.
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