Executive Association Administrator

This is a remote position.

We are seeking a highly organized and professionalExecutive Assistantto provide high-level administrative, governance, and operational support to the CEO and C-suite leadership of a growing trade association. This role serves as a trusted partner to executive leadership and the Board of Directors, ensuring seamless scheduling, accurate documentation, and polished executive communications.

The ideal candidate demonstrates executive presence, exceptional communication skills, and the ability to manage confidential matters with discretion.

Key Responsibilities

Executive & C-Suite Support

Manage complex executive calendars across multiple time zones, including board, committee, and leadership meetings

Coordinate meeting logistics, agendas, materials, and follow-up action items

Manage and prioritize executive email correspondence, draft responses, and ensure timely communication

Serve as a liaison between executive leadership, board members, and external stakeholders

Handle confidential information with professionalism and discretion

Board & Governance Administration

Prepare and distribute board and committee meeting packets and materials

Track votes, motions, approvals, and quorum requirements

Draft official meeting minutes, resolutions, and decision logs

Maintain governance records, board rosters, officer terms, and committee assignments

Support compliance with bylaws, governance policies, and record-retention standards

Reporting, Documentation & Presentations

Create and maintain executive templates, reports, dashboards, and briefing materials

Develop and format executive-level presentations (PowerPoint)

Track action items and deadlines across leadership and committees

Ensure consistency, accuracy, and professional presentation of executive materials

Operational & Administrative Support

Support strategic initiatives and special projects

Maintain organized electronic filing systems

Coordinate with internal teams and vendors to support leadership priorities

Proactively anticipate administrative needs and resolve issues

Requirements

Qualifications

3+ years of experience supporting senior executives

Excellent written and verbal communication skills

Strong organizational and time management abilities

High proficiency in Microsoft Office / Google Workspace

Ability to anticipate needs and work independently

Professional discretion and emotional intelligence

Benefits