Executive Assistant to Chief Executive Officer

Published: 6/14/2022

Job Description

Company Description The National Beer Wholesalers Association (NBWA), founded in 1938, is a trade association representing more than 3,000 licensed, independent beer distributors that serve every state and congressional district across the United States. NBWA advocates for the state-based system of alcohol regulation to maintain an orderly marketplace and a transparent, accountable distribution system that protects consumers. The association promotes responsibility in the manufacture, distribution, sale, and consumption of alcohol. NBWA’s mission is to provide leadership that strengthens the independent beer distribution industry, advances member interests before government and the public, and delivers programs and services that benefit its members.

Classification: Exempt

Department: Administration

Reports To: CEO with dotted-line supervision from the COO and duty-specific direction from the EVP, Government Affairs.

Position Overview:

The Executive Assistant to the CEO serves as a primary liaison among NBWA staff, officers, the Board of Directors, NBWA members and other stakeholders. The position provides executive support to the CEO and EVP, Government Affairs and works closely with the COO to coordinate NBWA office and administrative operations, as needed. This role requires exceptional attention to detail, leadership, discretion and organizational skills. Key responsibilities include:

Executive Assistant Duties & Responsibilities:

Provide comprehensive administrative and executive support to the CEO, maintaining a working knowledge of Association policies and procedures, industry activities and staff schedules.

Maintain and manage the CEO’s comprehensive task list, conduct routine status check-ins and ensure timely follow-up.

Monitor the CEO’s inbox and sent items to identify commitments, requests and follow-up actions; proactively update the task list, coordinate next steps and ensure timely follow-through.

Maintain and update the CEO’s calendar and provide daily and weekly schedules. Schedule appointments with staff, members of Congress, distributors, industry allies, media and other stakeholders.

Identify and track matters requiring the CEO’s attention, coordinate next steps with the CEO and relevant staff, and ensure timely follow-up on priority and time-sensitive matters.

Manage and follow up on correspondence requiring a response from the CEO, including communications from Association officers, members and other stakeholders; daily emails; congratulatory, sympathy and thank-you letters; and educational and informational correspondence about NBWA’s mission and activities. Maintain the CEO’s master contact list.

Coordinate travel, meeting arrangements and related logistics for the CEO, including detailed travel information, coordination with NBWA elected officers, hospitality and dining arrangements for Board meetings and in-office entertaining, and expense reports.

Manage calls directed to the CEO’s office professionally and respond or redirect them in a timely manner.

Plan and coordinate the guest event held in conjunction with each Board of Directors and Management Committee meeting, including event arrangements, communications with Board members and their guests, and on-site logistics. Attend the guest event at all full Board meetings to provide on-site coordination.

Serve as the staff liaison and primary resource for BoardEffect, supporting Board members and staff in the effective use of the platform.

Provide travel and meeting support to the EVP, Government Affairs, including registration, hotel arrangements and expense reports as needed.

Coordinate meals for staff during the week leading up to the Legislative Conference and Annual Convention to provide convenience and support during these high-volume preparation periods.

Work directly with the COO to coordinate office and administrative operations, as needed.

Provide telephone coverage for the receptionist as needed.

Provide support to other departments as requested to meet specific deadlines.

Required Skills/Abilities:

Proactive and forward-thinking, with the judgment to anticipate needs, identify gaps and take initiative to keep priorities moving forward.

Exceptional organizational and time-management skills, with strong attention to detail and consistent follow-through.

Excellent written and oral communication skills and the ability to work effectively with senior executives, Board members, NBWA members staff, and external stakeholders.

Sound judgment, discretion and professionalism in handling sensitive information and navigating changing priorities.

Resourceful and collaborative, with the confidence to ask questions, seek clarity and engage others to move work forward.

Strong technology skills, including proficiency with Microsoft 365, SharePoint and BoardEffect.

Ability to travel as required.

Education and Experience:

Undergraduate degree preferred.

External Relations:

Contact with officers, the Board of Directors, industry allies, NBWA members, state association executives, trade association representatives, members of Congress, congressional staff, media and NBWA staff.

Work Environment/Physical Demands:

This position is performed in a professional office environment and regularly uses standard office equipment, including phones, copiers and computers. The employee may occasionally be required to lift boxes weighing up to 20 pounds and stand for extended periods.