The American Association of Port Authorities, a Northern Virginia-based trade association representing seaports throughout the Western Hemisphere, is seeking an Executive Assistant to support its President & CEO, VP of Member Engagement and VP of External Affairs.
The Executive Assistant will assist the Executive team with day to day administrative activities and some office management. A strong candidate will have at least 2-4 years of Administrative experience within an association, excellent Microsoft Office skills including scheduling, project management programs and familiarity with database administration (iMIS a plus). Must be able to support concurrent activities and multiple staff members, show initiative, demonstrate strong organizational skills and display professionalism and poise both in the office and with members.
Typical job responsibilities will include:
Provide general administrative support to the CEO and Executive Team including email and letter correspondence
Maintain Microsoft Outlook calendars both shared and personal
Answer phones as needed
Manage internal office support contracts, such as postage meter, copiers, cleaning services, water coolers, etc.
Prepare materials quarterly for Executive Committee and Board meetings
Book travel and reservations for Executive Team
Edit PowerPoint slides or other materials for speeches
Assist in managing and organizing events like media/influencer tours, member meetings, and technical committee meetings (send invitations, collect and track RSVPs, organize and provide materials to participants)
Manage production of business cards, letterhead and envelopes
Manage AAPA supplies inventory
Manage digital files
Provide back up and support for sending out newsletters and marketing e-mails as needed
Welcome guests and visitors to the office
Draft letters and correspondence when necessary
Update basic content for the AAPA website including speeches, staff biographies and other important materials
Manage aspects of potential office move
Ability to communicate effectively with individuals, co-workers and supervisors (verbal and written) in a team environment.
Strong attention to detail and excellent time management
Professional demeanor with member service orientation
Ability to define problems and present possible solutions
Ability to interpret instructions, gain knowledge and show initiative
Capability to prioritize work according to changing office needs
Ability to oversee ongoing processes and multiple projects independently
Strong editing skills.
This position is for 25-30 hours per week with a competitive salary and negotiable benefits.
Additional Salary Information: 25-30 hour part time position, benefits negotiable
About American Association of Port Authorities
Founded in 1912 and recognized as the unified voice of seaports in the Americas, AAPA today represents 140 of the leading seaport authorities in the United States, Canada, Latin America and the Caribbean and more than 250 sustaining and associate members, firms and individuals with an interest in seaports. According to IHS Markit’s World Trade Service, combined international sea trade moving through Western Hemisphere ports in 2016 totaled 3.49 billion metric tons in volume and US$3.01 trillion in value. Of that total, ports in Central and South America handled 1.71 billion metric tons of cargo valued at US$941 billion, while North American ports handled 1.79 billion metric tons of goods, valued at US$2.07 trillion. To meet the growing demand for trade, the AAPA and its members are committed to keeping seaports navigable, secure and sustainable. For more information, visit www.aapa-ports.org.