Executive Administrative Assistant

Job description

AAHOA is a trade association that represents hotel owners across the United States. Our members own more than 60% of the hotels across the country and hoteliers depend on us to be an advocate and resource for owners everywhere.

We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company's CEO and Board Members. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

Responsibilities include

-Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases;
-Setting up conference calls using WebEx for Committee Calls.
-Coordinate and prepare Board meeting agenda and related documents for Board packets
-Coordinate and prepare Board orientation and pre-Board orientation meeting agenda and related documents for packets
-Answer phones; handling member inquiries
-Maintaining office systems;
-Booking rooms and airline tickets;
-Using content management systems to maintain and update websites and internal databases;
-Attending meetings, taking minutes and keeping notes;
-Liaising with staff in other departments and with external contacts;
-Ordering and maintaining stationery and equipment supplies;
-Sorting and distributing incoming post and organizing and sending outgoing post;
-Liaising with colleagues and external contacts to book travel and accommodation;
-Organizing and storing paperwork, documents and computer-based information;
-Photocopying and printing various documents, creating binders
-Arranging both in-house and external events.
-Keep track of attendance for all Officer, Board, Committee and Ambassador calls on an Excel grid
-Sending thank you letters through mail merges, as required for all Convention keynote, industry and educational session speakers, etc.
-Process Award nominations and validate eligibility per the company's governing documents; prepare grid with nomination and eligibility information, along with back-up, for electronic dissemination to Board for voting
-Coordinate and ship Lifetime member recognition letters and gifts
-Ability to travel when needed (less than 5% of the time)
-Other additional tasks as requested