ABOUT THE POSITION

We are seeking an organized, proactive, and detail-oriented Executive Assistant to provide essential administrative support to the Chief Executive Officer (CEO) and work closely with the Board of Directors. This role will be pivotal in streamlining operations, coordinating meetings, and enhancing communications across the executive and board functions. The ideal candidate will excel at handling complex administrative tasks, coordinating travel, and assisting with high-level decision-making processes.

WHY JOIN US?

This position offers a unique opportunity to work at the executive level, contributing to the organization’s strategic initiatives and supporting its leadership. If you are an organized, dependable, and proactive professional with a passion for executive support, we invite you to apply and become an integral part of our team.

SPECIFIC JOB RESPONSIBILITIES

General Administration

• Provide comprehensive administrative support by typing, transcribing, proofreading, filing, and copying documents.
• Manage and maintain master files for the CEO.
• Open, date, and distribute the CEO’s incoming mail for timely processing and response.
• Schedule and coordinate meetings for CEO, both internal and external.

Board Meetings and Conference Calls

• Research and compile background materials to support board meeting agendas.
• Develop and distribute board meeting and conference call agendas, along with relevant supporting materials.
• Attend board meetings to record minutes and ensure timely dissemination to stakeholders.
• Receive, reformat, and compile board reports, coordinating with Directors to ensure submission deadlines are met.
• Oversee the preparation and distribution of board books, agenda packets, and other meeting-related materials.
• Prepare on-site handouts, tent cards, and maintain the resource binder for board use.
• Update board action summary sheets and share with committee and task force chairs.

Board Ballots

• Manage candidate nominations, ensuring all necessary approvals are secured.
• Compose, distribute, and tally board ballots, and advise new appointees of their confirmed positions.
• Ensure updated committee information is distributed to new appointees and that leadership directories are kept current.

Executive Committee and Strategic Meetings

• Collaborate with the Meetings and Events team to facilitate Executive Committee meetings, retreats, and strategic planning sessions.
• Oversee logistical coordination, including event amenities, transportation, schedules, and distribution of agendas and materials.

QUALIFICATIONS

Experience: Proven experience in executive administration, preferably supporting C-suite executives and board members.

Skills: Exceptional organizational, communication, and time-management skills. Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel, Fonteva (Salesforce), Monday.com.

Attention to Detail: Ability to manage sensitive information with discretion and ensure accuracy in high-stakes administrative tasks.

Flexibility: Ability to adapt to evolving priorities, manage competing demands, and work well under pressure.

Interpersonal Skills: Strong ability to build relationships with stakeholders, both internal and external, while maintaining professionalism and diplomacy.

About Mechanical Contractors Association of America

The Mechanical Contractors Association of America (MCAA) serves the unique needs of approximately 2,700 firms involved in heating, air conditioning, refrigeration, plumbing, piping, and mechanical service. MCAA’s mission is to guide and support member success to build a stronger, more sustainable future for the mechanical contracting industry. Through member-driven resources, comprehensive education, and strategic partnerships, we empower members to shape a future of unparalleled innovation and growth. At MCAA, we pledge to deliver the highest quality educational resources, best-in-class networking, labor relations, and legislative advocacy with unmatched member benefits. We’ll be your trusted guide and voice in the ever-evolving mechanical contracting industry, helping you navigate change and embrace new opportunities with confidence. With a comprehensive blend of educational resources, proactive advocacy, labor relations and trusted partnerships, MCAA is the leading authority for mechanical contractors. We are unwavering in our commitment to support our members and advance the industry.

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