Specialty Food Association is seeking an Executive Assistant. The Executive Assistant is the key contact for the Executive Office engagements and provides support to the Association’s President by overseeing and maintaining his daily schedule, travel and keeps all contacts organized and up-to-date.
The Executive Assistant exercises daily discretion and independent judgement in regards to activities requiring the President’s involvement. This position works together with the Director, Executive Office and Board Operations to ensure the President’s time is efficiently utilized and, along with the Director, Executive and Industry Communications, collaborates on all communications.
The Executive Assistant is detail-oriented, deadline sensitive, highly-organized and has strong critical thinking and problem-solving skills. This person can adapt to change and maintain composure in a fast-paced environment. The Executive Assistant is dependable and responsible and maintains confidential information. The individual demonstrates the ability to be a team player and builds strong partnerships and working relationships within and outside the Association. Strong oral, listening and written communication skills are essential.
Essential Duties and Responsibilities:
Coordinate and manage the President’s day-to-day schedule, meetings, domestic and international travel arrangements, and teleconferences.
Works closely with the Director, Executive Office and Board Operations to ensure all matters of the President requiring Board’s attention are addressed with the highest efficiency and prioritization.
Work with the Director, Executive Office and Board Operations to ensure that all high-priority contacts are attended to in a timely manner and brought to the President’s attention as appropriate. Proactively track down information and/or draft responses as appropriate to minimize the President’s time commitment.
Manage daily relevant communications and e-mail correspondence representing the President’s point of view as required.
Manage incoming messages from membership to the President, exhibiting sound judgment and solid knowledge of the President’s organizational priorities. Review and prioritize messages daily, ensuring all are addressed within the first 24 hours.
Prepare, organize and distribute reports, presentations and other essential Executive Office materials.
Collect and organize information, including reports, white papers, articles, board communications, emails and letters, as well as any other business documents that may be important to the President.
Manage the President’s document review process, ensuring deadlines are met and needs are addressed. Advise and counsel staff on the review process to avoid conflicts and missed deadlines.
Develop agenda, set up staff meetings and keep track of action register for President.
Assist in the preparation of briefings, talking points and background reading requirements; work with other staff as needed to ensure the President is properly prepared for external meetings.
Maintain all files for the President in compliance with organizational requirements.
Organize and maintain all contacts for the President.
Respond, as appropriate, on behalf of the President to external constituencies with regards to requests for information and invitations.
Handle confidential information with discretion and in compliance with organization’s policy.
Utilize Outlook analysis for maintenance of e-mail, files and contacts.
Review and monitor news sources daily and check periodicals received by the President for articles concerning current legislative and other interests of SFA board members and SFA trustees.
Manage and submit President’s receipts to Finance for travel and expense reimbursement.
Supports the Association mission and values while promoting Association culture.
Bachelor’s degree or equivalent experience required
5+ years of progressive experience in project administration and/or coordination, association experience a plus
3-5 years executive assistant experience to a C-level executive required
· Microsoft Office Products, including Outlook, Word, Excel and PowerPoint
· Experience in managing and interacting on social media platforms
· Adobe Acrobat, Microsoft Access and Publisher and database management program experience a plus
· Not Applicable
· The Association’s headquarters is located in an office building. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other staff members, external vendors and SFA external constituents. Position may require occasional lifting of heavy boxes, up to 40 pounds, and filing in lateral and upright file cabinets.
The Specialty Food Association is a community of passionate people championing and nurturing the specialty food industry to growth, sustainability and success
We are a not-for-profit business trade association established in 1952 to foster trade, commerce and interest in the specialty food industry.
Specialty Food Association serves over 3,000 members - retail, domestic and foreign manufactu...rers, importers, distributors, brokers, retailers, restaurateurs, caterers and others in the specialty foods business - through various services, including, its web site www.specialtyfood.com, management of two annual Fancy Food Shows, publication of Specialty Food Magazine, an annual Buyer's Guide, Specialty Food News, an e-mail newsletter, and various educational programs.
Additionally, each year Specialty Food Association holds a product awards competition, the sofi Awards, to recognize excellence and innovation, and to bring further attention to truly outstanding specialty foods.
Specialty Food Association strives to consistently provide members with a product and service that are of exceptional quality and value.