Summary/Objective: 

ASAE seeks a coordinator to join our growing team. Reporting to the Director, Executive Office, this role would be responsible for providing administrative support to the Executive Office. The Executive Coordinator is a proactive, detailed-oriented professional who thrives in a fast-paced environment and excels at managing multiple priorities.  The role requires strong initiative, sound judgement, and the ability to coordinate details and logistics, manage deadlines, anticipate needs, and build effective working relationships across the organization. The ideal candidate is highly organized, adaptable, and service-focused.

Essential Functions 

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 
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Executive Office Support: 

• Under the direction of the Director, Executive Office, as the Coordinator, your daily functions will include, but are not limited to, providing administrative, scheduling, meetings and travel support for the Executive Office.
• Serve as primary point of contact for the CEO, screening and prioritizing incoming requests and correspondence.
• Provide administrative support for Board of Directors communication from the CEO to the Board of Directors, including preparing, organizing, and distributing materials in a timely and professional manner while reflecting the CEO’s preferred style and tone.
• Assist with preparing PowerPoint presentations and/or Excel spreadsheets, and other business documents, as needed, including compiling information, organizing content, formatting materials and reviewing accuracy, as needed.
• Work in partnership with the Director, Executive Office and VP of CEO Programming & Compensation to develop and support the CEO partnership experience.

Travel Support:

• Coordinate all domestic and international travel arrangements.
• Coordinate CEO meeting and travel schedule, including calendar management, logistics coordination, and the preparation of presentations and timely briefing materials to ensure the CEO is well informed and prepared for engagements.
• Coordination of travel reimbursements/expense reports.

Meeting Support:

• Coordinate logistics for all internal and external meetings to include meeting preparation, etc.
• Planning and executing calendaring functions for virtual and in-person meetings and
• Coordinate conference room set-up and meeting support, including room preparation, materials, and basic technology readiness. Partner with IT and facilities to address equipment and connectivity needs and help ensure a seamless meeting experience.
• In partnership with the Director, Executive Office, provides administrative coordination for board and committee meetings including, preparing and distributing materials, coordinating meeting logistics, and supporting follow-up, if needed.
• Provide visitor management and hospitality support by coordinating guests' arrivals, preparing meeting spaces, arranging hospitality details, and ensuring visitors, board members, and other stakeholders experience a professional and welcoming environment.

Other:

• Manage Executive Office’s office supply inventory and replenishment, including monitoring by inventory, ordering and organizing supplies, maintaining supply storage area, and ensuring the office is equipped to support efficient day-to-day operations.
• Provide administrative support for the procurement process to include invoice coding, payment processing coordination, and recordkeeping.
• Other duties or special projects as assigned.

Essential Skills 

• High degree of professionalism and discretion 
• Superior attention to detail
• Strong communication skills, written and verbal
• Superior commitment to customer service
• Advanced skills in Microsoft Word, Outlook and PowerPoint
• Moderate skills in Microsoft Excel
• Versatile and reliable starter with first rate organizational skills

Supervisory Responsibility  
 This position has no supervisory responsibilities. 

Work Environment 
This job operates in a professional hybrid work environment. 

Physical Demands 
No physical demands for this position other than those typical for an office environment. 

Position Type and Expected Hours of Work  
This is a Full-time position.  Flexible work schedule and ability to work from hybrid up to three days a week. 

Travel  
No travel is expected for this position.   

Required Education and Experience  

• A bachelor's degree preferred or equivalent combination of work experience, training and certifications.  
• The ideal candidate must have at least three to five years of experience in the coordination and administration of projects, training, events and/or meetings. 
  
  

Preferred Education and Experience  

• Association-based work experience a plus.

Other Duties  
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.  

Benefits

• Flexible Work Hours
• Medical, Dental, Vision
• Prescription Plan
• Flexible Spending Account
• Dependent Care Flexible Spending Account
• Health Savings Account
• Generous 401k Retirement Plan
• Employee Assistance Program (EAP)
• AFLAC
• Legal and Identity Theft Plans
• Company Paid Professional Development
• Tuition Reimbursement

Thank you for your interest in joining our team! To ensure we can give every candidate fair and equal consideration, we ask that all applications be submitted through our official online application portal.

Unfortunately, we're unable to process applications received via email or other methods, as our system is designed to track and review all submissions through the portal. This helps us keep the process organized and ensures no application gets overlooked.

We truly appreciate your understanding and look forward to reviewing your application through our online system.

About ASAE

Our organizational members are trade associations and individual membership societies that represent almost every sector of the economy and countless professions. Our 42,000 individual members—association professionals and industry partners—lead, manage, and work in or partner with organizations in more than a dozen association management disciplines, from executive management to finance to technology. Together, they represent 7,300 organizations and create a vibrant community that makes the world smarter, safer, and better every day. With support of the ASAE Foundation, a separate nonprofit entity, ASAE is the premier source of learning, knowledge, and future-oriented research for the association and nonprofit profession and provides resources, education, ideas, and advocacy to enhance the power and performance of the association and nonprofit community. ASAE Business Services, Inc. (ABSI), ASAE’s wholly-owned subsidiary, provides business solutions to the association community that help associations grow and prosper, save time and money, and simplify the business of running an association.

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