ABOUT US

We are a national trade association committed to empowering our members and advancing the industries we serve. Our work is driven by a core set of values: growth mindset, member focus, agility, collaboration, and candor. As we continue to elevate the experience of our members, we are looking for an adept and mature Executive Assistant to provide high-level support to our President & CEO. You thrive in a dynamic, fast-paced environment and are hungry for growth. This position is not a stepping-stone position; the right candidate has exceptional experience and is a career EA. You are a trusted business partner and ready to help make big goals happen! 

POSITION OVERVIEW

We are seeking an Executive Assistant who is highly organized, proactive, and adaptable—someone who can seamlessly balance both independent tasks and collaborative work directly with the CEO. The ideal candidate will be excited by working in a demanding environment and will bring a blend of strategic thinking and exceptional execution skills. You will be the cornerstone of the executive office, ensuring that our leader is prepared and organized for success. 

KEY RESPONSIBILITIES

• Calendar Management & Coordination: Maintain and manage the CEO’s complex calendar, in addition to the organizational calendar, ensuring meetings are scheduled efficiently and with strategic foresight. Anticipate scheduling conflicts and adjust as needed while prioritizing urgent matters. 
• Travel Planning & Logistics: Organize travel arrangements, accommodations, and transportation. Prepare travel agendas to ensure the executive is well-prepared for meetings, events, and site visits. 
• Meeting Preparation & Follow-Up: Prepare meeting agendas, create PowerPoints, gather necessary materials, and ensure that the CEO is fully equipped for meetings. Take notes, track action items, and ensure timely follow-up on outstanding tasks. Help the CEO and the organization create and keep impeccable agreements.  
• Communication & Correspondence: Act as the first point of contact for internal and external communication with the CEO. Screen emails, phone calls, and other messages, responding when appropriate, or escalating as needed. 
• Project Management & Prioritization: Support high-priority initiatives and projects, helping to organize and execute them smoothly. Track deadlines, provide updates, and ensure that all necessary resources are in place. 
• Collaboration with Executive Team: Work closely with the CEO, executives, and department leaders to ensure seamless communication and alignment. Be a trusted partner in managing both routine tasks and special initiatives. 
• Confidentiality & Discretion: Handle sensitive information with the utmost professionalism, confidentiality, and respect for privacy. Avoids and shuts down back-channeling, gossip, and any waste of time and energy; protects the culture and resources of the executive and the team. 

QUALIFICATIONS

• Experience & Maturity: 10+ years of experience as an Executive Assistant supporting senior executives, ideally in a fast-paced, high-demand environment. Previous outstanding experience working with C-level leaders is preferred. 
• Proactive & Self-Directed: Able to work autonomously with a high level of initiative, while also being highly collaborative in team-oriented environments. 
• Organizational Excellence: Exceptional time management, organizational, and multitasking skills with the ability to prioritize competing demands. 
• Communication & Agility: Strong verbal and written communication skills, with the ability to adapt to different audiences. Comfort in managing diverse projects and shifting priorities. 
• Tech-Savvy & Optimal Virtually: Proficient in Microsoft Office Suite and various digital tools for calendar management, project management, and communication. Accustomed to working virtually with asynchronous and synchronous communication, ideally through Slack or Microsoft Teams. Experience working remotely preferred.  
• Commitment to Core Values: A passion for personal growth, member-focused work, agility in responding to evolving demands, and a deep commitment to fostering a collaborative and candid environment. 

WHY YOU WILL LOVE THIS ROLE

• Purpose-Driven Work: Work in an environment where you are directly contributing to the success and growth of our members, and where every day presents new opportunities for impact.
• Dynamic & Collaborative Culture: Join a team that is both supportive and growth-minded. You’ll be surrounded by A-players who are driven by a shared mission and who embrace agility, open communication, and a passion for learning.
• Growth & Development: We believe in constant growth and improvement. As a member of our team, you will have the opportunity to expand your thinking and skills, take on new challenges, and contribute to meaningful projects.

If you are a highly organized, adaptable, and growth-oriented Executive Assistant who thrives in a fast-paced, collaborative environment, we want to hear from you. Work travel required up to 10% of the time.

The ideal candidate is within commuting distance from Arlington, Virginia. The EA will manage in-office tasks once a week and manage in-person meetings in and near Arlington 4-7 times per month, sometimes on short notice. Apply today to be part of a mission-driven team where your contributions will make a lasting impact. Expected hire date: late January/early February.

About Hearth, Patio & Barbecue Association

The Hearth, Patio & Barbecue Association (HPBA), based just outside of Washington, DC, is the North American industry association for manufacturers, retailers, distributors, representatives, service firms, and allied associates for all types of fireplace, stove, heater, barbecue, and outdoor living appliances and accessories. HPBA provides professional member services and industry support in government relations, events, market research, education, certifications, consumer education, and industry promotion.

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