The Assistant to the Executive Suite supports the ASTA Executive Team and is the principal staff liaison to the ASTA Board of Directors, Executive Committee, and Advisory Council. This position is a proactive, facilitative bridge between ASTA team members and the CEO and senior staff, working to maximize the efficiency and effectiveness of the Executive Suite, including managing complex schedules, preparing correspondence, and coordinating travel arrangements. It is also responsible for coordinating all Board, Executive Committee, and Advisory Council activities, including meetings, board communications, electronic board book preparation and maintenance, and drafting meeting minutes.

The ideal candidate brings keen interpersonal skills, sound and independent judgement, and a calm, professional demeanor, paired with exceptional organizational, communication, decision-making, and problem-solving skills. Because the Executive Team travels extensively — often internationally — flexibility and reliability are essential. This individual represents the Association professionally and courteously with all levels of internal staff as well as external clients and vendors.

Core responsibilities include managing the relationship with the Association’s Board of Directors, Executive Committee, and Advisory Council; ensuring coordination of projects within the office; scheduling and planning executive meetings and travel; and training and providing leadership to other support staff. The position requires strong computer and internet research skills.

Responsibilities

Reporting to the President/CEO, the Assistant to the Executive Suite is responsible for, and has commensurate authority to accomplish, the following duties:

• Handle all administrative duties on behalf of the CEO and executive team, including scheduling appointments, maintaining print and electronic correspondence, preparing materials, and coordinating travel arrangements (flights, accommodations, meeting registrations, and trip folders).
• Reconcile business travel expenses.
• In conjunction with the COO, serve as system administrator for the Association’s computer systems, copiers, and phones — including training, troubleshooting, and serving as the point of contact with outside vendors.
• Maintain an organized and efficient office environment: provide office managerial services, keep supplies stocked, and ensure equipment is properly maintained.
• Support the activities of the Association’s Board of Directors, Executive Committee, and Advisory Council.
• Act as Secretary to the Board of Directors, Executive Committee, and Advisory Council — recording and maintaining minutes and coordinating presentations.
• Be available to travel to ASTA conferences to support meetings.
• Assist with the development of new office policies and procedures and oversee implementation to ensure they are carried out effectively.
• Train and provide leadership and support to other administrative staff as needed.
• Organize and maintain files, records, and correspondence.
• Exercise a high degree of judgment and independent decision-making.
• Assist other members of the executive team with projects or activities as appropriate.
• Perform other jobs and projects as determined and assigned by the President/CEO or executive team relative to the Association.

President/CEO and COO. This position is non-exempt.

• Three or more years of experience as an executive assistant or office manager preferred.
• Strong written and verbal communication skills.
• Highly organized and detail-oriented, with exemplary time management skills.
• Proficient in Microsoft Office applications.
• Ability to multi-task, adapt to changing priorities, and meet competing deadlines.

To apply, send a cover letter and resume to ASTA’s COO Ann Jorss.