Executive Assistant

SUMMARY:

The Section Manager (SM) works independently to manage the business of and provide support to the Organization's Sections including Section Executive Committee Meetings, sub-committee meetings, publications, programs, special projects, networking events and other duties as assigned. The Section Manager offers direction and advice to the member leaders to accomplish Section programmatic objectives consistent with the mission, goals and objectives of the organization. Section Managers provide 'institutional memory' on Section activities as the member leaders who serve in a voluntary capacity turn over each year. This position requires overnight, out of town travel within California, up to 20%.

DUTIES AND RESPONSIBILITIES:

• Be a thought partner with and act as a professional resource to member leaders to help develop Section activities

• Execute all logistics and operations for Section activities and programs, including preparing and presenting agendas, minutes, project status reports, and administrative reports for Section Executive Committees

• Serve as a liaison and intermediary between member leaders and the organization's professional team (e.g., executive team, initiatives, marketing, registration, etc.)

JOB DESCRIPTION:

• Serve as an organization ambassador to the Section(s), ensure relevant information is fully, accurately and timely communicated to member leaders
• Ensure that others on the professional team are aware of Section decisions, events and activities that may impact them and ensure that the Section is aware of decisions, event or activities happening in other parts of the organization
• Promote company activities to entice new membership and increase attendance
• Negotiate with outside vendors for a variety of services
• Manage and ensure compliance with company operational policies and procedures
•Respond promptly (within 24 hours) to member leaders' questions, problem-solve issues that may arise and follow questions or issues through to resolution
• Represent the company at programs and Section functions, coordinate Section activities with other staff and outside agencies
• Coordinate the development of publicity, materials, speakers, registration and programs for Section MCLE programs
• Prepare meeting site operations including schedule of events and timelines, communicate program requirements in support of one and multi-day MCLE program
• Oversee the production and mailing of newsletters, Section pamphlets and other written materials
• Understand and articulate Section budget details; create and modify details of all program budgets within sections; understand and follow reimbursement process and invoicing process
• Examine and monitor annual budget for Sections, provide financial and budget reports, and prepare the Section year-end report
• Perform other related duties which may not be specifically included with this description but are consistent with the general level of the the responsibilities described

QUALIFICATIONS:

- 3+ years of Executive Assistant or Similar Experience

- 2+ Recent years of Event Coordination Experience

- Experience working with/managing volunteers preferred

- Principles of meeting and event planning

- Problem identification, analysis, and evaluation

- Principles and techniques of budget preparation and management

- Principles of the development and management of educational programs

- Strong creative, strategic, analytical, organizational, and personal skills

- Strong skills with the Microsoft Office Suite and ability to learn and use databases and other software programs

- Ability to manage multiple projects

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