The American Tinnitus Association seeks an Executive Assistant / Small Meetings Event Planner
Duties of the position can be completed with 2 days telework and 3 days in Tysons Corner Headquarters.
Executive Assistant Assignment (65%)
Approximately 65% of the position is as Executive Assistant, responsible for providing high level administrative support to the CEO.
- Arrange and coordinate internal and external meetings and events;
- Manage and maintain CEO’s schedule, appointments and travel arrangements;
- Prepare expense reports, submit bills for payment;
- Answer and manage incoming calls;
- Answer and returns calls on behalf of the CEO;
- Prepare, write, edit, and develop Word and PowerPoint documents as needed;
- Assist in the preparation of regularly scheduled reports;
- Maintain various contact lists of vendors, suppliers and other providers;
- Handle sensitive information in a confidential manner;
- Organizing logistics for board meetings, including room/conference call setup, catering, materials and responding to board member inquiries about travel, lodging, etc.;
- Handle logistics for CEO participation in events;
- Assist in managing the CEO’s relationships with high profile partners and funders, board members and government agencies/officials;
- Keen eye for important or timely details and connections;
- Ability to prioritize, anticipate needs, and confidently/proactively address issues/opportunities.
Small Meetings Event Planner
Approximately 35% of the position is as Event Planner, overseeing two small meetings.
- Site selection, budgeting, logistics, event planning, registration, trade show logistics and management, cost control, and billing reconciliation.
- Manage small meeting and convention requirements including but not limited to; invitations, registration, air and ground travel, food and beverage requirements, audio visual, amenity selection, site inspections and selection, billing reconciliation, program evaluations and follow-up with minimal direction.
- Provide management oversight and direction for onsite and offsite vendors who provide support for meeting planning.
- Provide/ensure high quality, effective onsite support of programs that meets the needs of the business.
The salary for this position is commensurate with experience.
Qualified candidates please send your cover letter - include a paragraph on why you are interested in this position - and resume by clicking the continue to application button.
Equal Opportunity Employer
ATA conforms with applicable laws is an Equal Opportunity Employer and does not discriminate on the basis of race, color, sex, sexual orientation, age, religion, national origin, or disability.
Skills and Qualifications – Executive Assistant
- 4+ years’ of experience providing administrative support to executives/boards, preferably for a non-profit organization
- Bachelors degree
- Keen eye for important or timely details and connections
- Ability to prioritize, anticipate needs, and confidently/proactively address issues/opportunities
- Professional demeanor and excellent rapport when interacting with all levels of staff, board members, and external contacts
- Ability to communicate effectively, both verbally and in writing
- Ability to handle confidential and sensitive information with discretion
- Sound decision-making skills, resourcefulness & ability to work independently
- Strong computer skills with an emphasis in Microsoft Office Systems
- Salesforce skills a plus
- DropBox or similar systems a plus
- Commitment to diversity, equity, accessibility, and inclusion
Skills and Qualifications - Small Meetings Event Planner
- Bachelor's degree in hospitality or equivalent field
- 2+ years’ direct work experience in meeting, conference, or special event planning
- Direct work experience planning meetings
- Strong business acumen and financial negotiating skill
- Experience with contract negotiations with hotels and vendors
- Ability to develop & maintain relationships with clients, colleague & industry contacts
- Ability to multi-task, and manage time
- Ability to travel 10%
Additional Salary Information: The ATA provides excellent benefits and teleworking opportunities.
Internal Number: ATA05062019
About American Tinnitus Association
The American Tinnitus Association was founded in 1971 and incorporated as a 501(c)(3) non-profit corporation in 1979.
CORE PURPOSE, MISSION AND GUIDING PRINCIPLES
Core Purpose: To promote relief, prevent, and eventually cure tinnitus.
Mission: The American Tinnitus Association improves the lives of people with tinnitus and related disorders by providing education, support, advocacy, and by funding research for a cure.
Core Values and Guiding Principles:
Evidenced in a spirit of hope reflected in the commitment to finding a cure, preventing the problem, and supporting those affected by the disorder
Evidenced in accurate information from reliable sources, transparency in decision-making, and an earned reputation for trustworthiness
Evidenced in patient centered advocacy by a collaborative community of forward thinking leaders accountable to mission and members