Executive Assistant

The vision of the American Trucking Associations, Inc. (ATA), is to be the recognized leader in transportation advocacy representing the safest, most responsible and financially successful motor carriers. Our mission is to effectively advocate and communicate efforts designed to improve safety and profitability for our members.
The American Trucking Associations (ATA), the nation’s leading trade and lobby association representing the trucking industry, is actively seeking a detail-oriented and professional Executive Assistant.
The Executive Assistant plays a crucial role in supporting our executives, ensuring their schedules are managed efficiently, and facilitating seamless communication within the organization. This role requires a professional individual with the ability to work outside normal business hours and handle confidential information with discretion.
Responsibilities:

• Manages an active outlook calendar, prepares meeting agendas, schedules and coordinates meetings, and handles facility arrangements.
• Acts as a central point of contact for executives, interacting with ATA staff, members, Federation partners, elected officials, and the public.
• Plans, coordinates, and ensures executives' schedules are followed, acting as a gatekeeper for direct access to their time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature.
• Prepares travel arrangements, expense reports, and briefing materials for executives attending meetings, conferences, and speaking engagements.
• Coordinates Monday meetings with Senior Leadership, manages internal and external correspondence, and drafts letters and communications as needed.
• Partners with the MIS department to provide basic-level technology support to the executives, proficiently working on digital communication platforms.
• Organizes and coordinates executive outreach, external relations efforts, and oversees special projects as assigned.
• Collaborates with ATA staff and partners to prepare executives for meetings, travel, and speaking engagements.
• Travels to ATA meetings and events, attends Staff Retreats, and handles other duties as assigned.

Education/Relevant Experience:

• BS/BA preferred. At least five years of executive support or related experience. Trade association or nonprofit experience is a plus.

Skills:

• Proficient in digital communication platforms (Zoom, Microsoft Teams, WebEx).
• Proficient in Microsoft Office and database systems (e.g., Personify).
• Exceptional communication skills, both verbal and written.
• Strong organizational skills and ability to work under pressure.
• Ability to work independently and collaboratively in a fast-paced environment.

The American Trucking Associations is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.