Executive Assistant to the President & CEO

Washington, DC, United States

Description The Executive Assistant to the President & CEO provides high-level, executive support to the President & CEO of the National Restaurant Association. Reporting to the Chief of Staff, the Executive Assistant has a direct working relationship with CEO and performs tasks at the direction of the Chief of Staff as well as the CEO. The ideal candidate with be a dynamic, resourceful professional capable of managing a wide range of executive and administrative support tasks. This role requires exceptional communication skills, superior attention to detail, and a commitment to handling highly confidential information with discretion. The Executive Assistant will play a crucial role in ensuring the smooth operation of the Executive Office and contribute to the efficiency and effectiveness of the Executive Leadership Team (ELT)

RESPONSIBILITIES

Calendar Management

Manage the CEO's complex and dynamic calendar, including scheduling appointments and making travel arrangements.

Serve as the primary contact for internal and external scheduling requests for the CEO.

Pre-plan the CEO's commitments weeks and months in advance, and proactively deconflict appointments.

Keep the CEO and Chief of Staff appraised of changed to the CEO's schedule.

Travel Arrangements

Arrange domestic and international travel, including flights, lodging and ground transportation.

Ensure travel itineraries and briefing documents are well-organized and meet the CEO's preferences and requirements.

Personal travel arrangements may be requested on occasion.

Expense Reports and Timesheets

Prepare, reconcile and submit expense reports and timesheets on behalf of the CEO.

Conduct initial review of CEO's direct reports' expense reports and timesheets to ensure timely processing and preempt any missing or inaccurate data.

Process Executive Office invoices and track expenses.

Communication and Correspondence

Draft and edit emails, letters, and other communication on behalf of the CEO.

Monitor the CEO's email inbox and phone messages and identify requiring action.

Manager the CEO's contacts.

Prepare hand-written notes from the CEO to staff on special occasions.

Screen incoming calls. Take and deliver accurate messages. Respond to requests and inquiries by gathering information and referring non-routine calls to the appropriate staff.

Open and sort Executive Office mail.

Be responsive to emails, texts, and phone calls during normal business hours (9am - 5pm, M-F) and monitor communications, as well as CEO movements, outside of normal business hours.

Document Management

Organize and maintain Executive Office electronic and physical files.

Prepare and/or contribute to the CEO's briefing materials, ensuring relevant background information is gathered and assembled in a timely manner.

Prepare and/or proofread reports, presentations, and other documents.

Conserve the CEO time by researching, collecting, and analyzing information in advance.

Meeting Support

Coordinate logistics for the CEO's meetings and calls, including arranging venues, catering, A/V, and other materials as needed.

Welcome the CEO's guests by greeting them warmly, in person or on the phone.

Maintain and order Executive Office supplies.

Project Management

On the CEO's behalf, coordinate with other teams to ensure project timelines and objectives are met.

See to it that the CEO follows through on commitments and meets deadlines.

As a skilled specialist, complete tasks in a resourceful, effective, cost-effective manner.

Plan and execute special project and initiatives as directed by the CEO and the Chief of Staff, including the CEO's personal events or family needs on occasion.

QUALIFICATIONS

Bachelor's degree or equivalent work experience.

3-5 years of related experience in an executive assistant and/or scheduler role supporting C-level executives and/or comparably high-profile, public facing principals.

Exceptional organizational, time-management, and problem-solving skills.

Strong written and verbal communication skills.

Basic math skills.

Ability to switch between different tasks easily and prioritize in a fast-paced environment.

Discretion and trustworthiness in handling highly confidential information.

Proven ability to meet deadlines.

Willingness to work from the office Monday - Wednesday at a minimum, and whenever the CEO is in the office.

Willingness to travel 2-3 times per year.

Proficiency in Microsoft Office and other relevant software. Familiarity with Microsoft SharePoint, Microsoft Teams, and SAP Concur preferred. Willingness to learn other software as needed.

Familiarity with standard office equipment, including computers, phones, printers, etc.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, genetic information and testing, family, and medical leave, protected veteran status, or any other characteristic protected by law. We strongly encourage women, people of color, people with disabilities and veterans to apply for our job openings. This commitment supports our policy of developing and capitalizing on the abilities of all our team members, as well as selecting, developing and promoting those who are best qualified.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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