Assist with the overall administrative operations in the Executive Office, providing administrative support to key policy-making/leadership bodies including the NLC Officers, Board of Directors, and the Nominating Committee, and serving as an assistant to the Executive Director. Performs a wide variety of detailed and complex administrative tasks with minimum guidance, assuring confidentiality. Reports to the Program Manager for Governance and Leadership Support.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Performs high level executive administrative duties: processes correspondence, receives and screens calls, writes routine correspondence, makes appointments and travel arrangements, and prepares travel itineraries, prepares expense reimbursements, maintains calendar and confidential files, for the Executive Director and Deputy Executive Director.
Provides support to the Board of Directors: maintains current Board information and historical Board record books; attends Board meetings and assist with taking and preparing minutes for Board action; assists with the development of the agenda book for all Board meetings which may include writing some agenda items; assists with travel arrangements for Board members; sets up meeting room and assists with meeting logistics; provides support to Officers and Board members on housing, registration, and travel for meetings.
Serves as point person/coordinator for the Executive Director on special projects that involve cross organizational collaboration and input.
Assists with coordinating NLC Officer roles and responsibilities at the two national conferences.
Assist with maintaining and regularly updating all leadership rosters including Officer and Board lists, Board committee lists, and Nominating Committee lists for file copy, NLC’s website, and membership database. Manages the use of these leadership lists by other staff.
Assist with coordinating Officer travel and speaking schedules including confirming arrangements with the Officer and the state league/event location, arranging for ground transportation and, in some cases, air transportation; preparing detailed itineraries of all events associated with the speaking engagement, assembling and sending all materials for the event to the Officer not less than two weeks before the event, and processing timely reimbursement for Officer expenses.
Assist with coordinating all aspects of the work of the Nominating Committee including preparing and distributing general information materials once the committee is appointed, assembling detailed action books for the Nominating Committee meeting, developing decision making charts, and preparing and distributing the report of the Nominating Committee to conference delegates. Maintains all historic records of Nominating Committee action.
Serves as the first point of contact in the executive office for both external visitors/calls and internal staff. Maintains a working knowledge of all association policies, procedures, organizational-wide responsibilities in order to distribute requests for action, respond to inquiries, and forward phone calls to the appropriate staff. Develops and maintains systems for follow up on all action requests.
Coordinates, plans, and attends, where appropriate, leadership lunches, receptions, and other special events. Assists with meetings scheduled by the Executive Director by preparing attendance list/invitations, handling logistics, selecting caterer and menu, tracking “RSVP’s,” ordering of rental equipment.
Proofs all correspondence for Executive Director’s and President’s signature and signs correspondence when necessary.
Occasional travel required.
Performs other related duties as assigned.
The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Minimum ten years progressively responsible senior administrative experience, at least five years of which must have been supporting an executive level position; formal secretarial training and bachelor’s degree preferred, or a combination of education and experience which provides the required knowledge, skills, and abilities.
Excellent oral and written communications skills; considerable knowledge of business English, spelling, punctuation, and grammar; proficiency with current office procedures, systems, and equipment;
Proficiency with Microsoft Office Suite, particularly with Word, Outlook, PowerPoint and Excel; ability to use social media such as Facebook and Twitter to help improve communication and efficiency;
Ability to establish and maintain effective working relationships with members, representatives of other organizations, government officials, and staff at all levels; demonstrated ability to work independently and exercise excellent judgment.
This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs. Requires the ability to travel locally, regionally and nationally.
The National League of Cities was founded in 1924 and is the country’s oldest, largest and most representative organization serving municipal governments. The National League of Cities (NLC) is dedicated to helping city leaders build better communities. Working in partnership with the 49 state municipal leagues, NLC serves as a resource to and an advocate for the more than 19,000 cities, villages and towns it represents. We currently have 105 employees dedicated to making cities better.