Executive Assistant

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.