Position Summary

The executive assistant provides confidential support to the executive director. In addition, the executive assistant plays an integral part in preparing for and executing Commission meetings; maintaining organizational files and records documenting meetings, publications, and official correspondence; and providing other administrative support as needed.

Like all MACPAC employees, the executive assistant is expected to: 
•    demonstrate and model commitment to team and personal success
•    work collaboratively with others inside and outside of the organization;
•    adapt behavior in response to feedback and experience; 
•    contribute to the growth, expertise, and knowledge of colleagues;
•    hold self accountable for meeting expectations in a timely, professional manner; and
•    foster a culture of inclusion and belonging.
 

Major Duties

•    perform a variety of confidential and complex administrative assignments on behalf of the executive director including:

o    scheduling appointments as needed, including recurring meetings such as staff meetings, briefings for external parties in advance of Commission meetings, and recurring annual events;
o    preparing and briefing the executive director on confidential matters to be considered before scheduled meetings, keeping executive director advised on time, place and topics to be discussed; 
o    making all necessary travel arrangements for the executive director, including scheduling visits, making hotel and travel reservations, maintaining contact with executive director while en route, writing necessary correspondence upon return; 
o    preparing and submitting travel reimbursement vouchers in accordance with Federal Travel Regulations (FTR) and internal travel policies;
o    reviewing incoming correspondence for the executive director, including requests for meetings, screening out items that can be handled personally or forwarded to other appropriate staff for action;
o    providing support with other tasks as assigned, particularly those that are of a confidential, sensitive, or high priority nature;

•    provide support for the Commission meetings, including:

o    securing and independently managing operational contracts supporting on-site meeting support, to include researching, negotiating, and managing contracts and invoices, for meeting venues, hotels, MACPAC’s travel agent, transcription services, and other necessary contractual support;
o    managing travel purchase requests, reimbursement vouchers, and lodging reservations for travelers, ensuring that hotel has accurate guest list and dates of reservations;
o    assessing other meeting needs such as security, parking, and supplies;
o    assembling materials to distribute to Commissioners in advance of the meeting;
o    working with other staff to ensure that appropriate materials are posted to the website, available for projection and meeting attendees; 
o    working with other operations staff and vendors to ensure that all meeting needs are addressed; and
o    providing onsite logistical support;

•    provide support to Commissioners by:

o    scheduling meetings with Chair, Vice Chair, conflict of interest committee; etc.; 
o    addressing needs regarding accessibility of meeting materials, including reformatting as needed; 
o    communicating promptly and proactively before and after travel to coordinate travel arrangements;
o    preparing and submitting travel purchase requests and reimbursement vouchers and relevant documentation in accordance with the FTR and internal travel policies; 
o    reviewing and approving travel reservations reserved through MACPAC’s travel agency, including monitoring ticketing and adherence to the FTR;
o    maintaining internal records related to contact information, addresses, assistants and their contact information; and
o    preparing materials for orientation, including annual coordination of the Commissioner Handbook;

•    maintain organizational files for archival purposes, including meeting materials, publications, and official correspondence, coordinating with leadership regarding compliance with National Archives and Records Administration requirements;
•    assist communications team with maintenance of the email distribution list and daily clips that reference MACPAC and its work; and
•    perform other duties as assigned, demonstrating commitment to team and personal success.

 

Knowledge and Skills 

In order to perform the major duties listed above, the executive assistant must have: 
•    excellent organizational skills;
•    demonstrated attention to detail and accuracy;
•    ability to take initiative, work independently, assess priorities, meet deadlines, and manage multiple activities efficiently;
•    ability to quickly adjust plans, schedules, and agendas to meet rapidly changing needs and priorities;
•    knowledge of software applications, particularly Microsoft Word, PowerPoint, Excel, Adobe Suite, and Constant Contact; 
•    excellent oral and written communication skills;
•    an orientation toward problem solving, teamwork, and accountability; and 
•    willingness to engage in learning and development.
 

Experience and Education 

The minimum requirements for the executive assistant position include:
•    bachelor’s degree or equivalent work experience; and
•    five years of successful executive level administrative support roles.