Executive Assistant

Executive Assistant to SVP, Public and Government Affairs

ORGANIZATION OVERVIEW         

A love for cars, trucks and SUVs is the motivating force behind the Specialty Equipment Market Association (SEMA). This trade association consists of a diverse group of manufacturers, distributors, retailers, publishing companies, auto restorers, builders, restylers, car clubs, race teams and more. From performance products for street and race applications to accessories for late-model automobiles and light-duty trucks, SEMA-member companies contribute to the vitality and strength of a $42-billion-a-year retail industry.

SEMA is a non-profit association which behaves like a business. Its mission is to help its individual and business membership base succeed and prosper. Its members are the producers and marketers of specialty automotive products for cars, trucks and SUVs.

SEMA helps its members make smarter business decisions; save money through group buying power; and network with key businesses in the industry. 

In addition to numerous member benefit programs, SEMA plays an active role in convening the industry through a variety of world class events. Each fall the SEMA Show is the industry’s largest (and in fact one of the world’s largest) trade shows, bringing together every segment of the automotive industry, from hot-rods and off-roads, to mobile electronics and collision repair. With more than 2,000 exhibiting companies and attendees from all over the world, the SEMA Show is where the hottest, newest automotive products debut. More information about this event is available at www.semashow.com.

Learn more about SEMA on its website at www.sema.org. 

Executive Assistant to SVP, Public and Government Affairs

Purpose

Provides administrative support to the SVP and staff

Responsibilities and Authority

Provide administrative support to the SVP and staff

Maintain corporate and personal correspondence files

Maintain files and renew memberships as they become due for organizations the SVP is a member of

Compose/type business correspondence as needed

Screen all phone calls for SVP and sort daily mail

Attend and assist with scheduled SEMA Show activities if applicable

Maintain SVP’s Outlook calendars, plan and schedule meetings, ensuring time is used efficiently and effectively.

Prepare expense reports, and create correspondence

Manage and maintain travel arrangements

Coordinate and facilitate meetings conferences and events

Conduct research and compile data for various reports and presentations

Manage confidential information with discretion and maintain strict confidentiality

Prioritize and manage multiple projects simultaneously

Assist in the preparation of board materials and presentations

Assist with overseeing temporary staff hired to work at the Center for International Commerce during the SEMA Show, assist Senior Director International & Government Relations with the annual Global Industry Awards Reception at the Show

Order White House Christmas ornaments on a yearly basis for SEMA and PRI staff; include order for ornaments that SEMA President will send to their business associates

Assist staff and meeting planner with preparations for the D.C/ Rally held every other year.

Other duties as assigned based on department and company needs

Relationships

Reports primarily to the SVP

Interfaces with SEMA Board of Directors and all levels of staff

Works collaboratively with other association administrators

Interfaces with DC office staff

Skills and Knowledge Required

5+ years’ experience supporting Executive level staff

Bachelor’s degree from an accredited university. Project Management certification is highly desired

Assist in developing the department budget and manage the operating budget

Manage purchase orders and process expense reimbursement

Strong organizational skills with the ability to prioritize tasks and meet deadlines

Strong oral and written communication skills with proven organizational skills

Ability to maintain confidentiality and present a professional appearance and attitude

Proven capacity to multitask and switch between multiple projects

Willingness and enthusiasm to help with all projects, large and small

Knowledge and experience with contract review, electronic document filing and storage best practices

Strong people skills and proven ability to work seamlessly with a variety of personalities and functional disciplines. Ability to build relationships with cross functional colleagues.

Certification and or knowledge of Project Management, including project planning and set up/use of web-based project management and collaboration tools such as Basecamp is a plus

Preparation of meeting minutes and ability to take minutes via fast notes/shorthand

Must be proficient in MS Word, Excel. PowerPoint, Outlook & Basecamp

Ability to travel as required and work the necessary hours to conduct assigned responsibilities

When directed by management, perform other duties as required

Salary Range: This position's estimated annual base salary is $75,000.00 - $85,000.00. Actual base salary will be dependent on individual’s skills, qualifications, and experience. This role is eligible for 401k Savings plan, Healthcare (medical, dental and vision), and other generous rewards.