Executive Assistant

Executive Assistant

Culture

Are they a natural fit for the organization’s culture?

The Administrative Assistant to the CEO plays a central role in supporting the leadership and operations of the organization. This position requires a highly professional individual who values integrity, confidentiality, organization, and service to the industry and membership.

The successful candidate will demonstrate:

• Commitment to professionalism and discretion when handling sensitive information.
• A service-oriented mindset focused on supporting leadership, staff, and members.
• A collaborative approach to working with officers, directors, staff, and external stakeholders.
• Attention to detail and pride in maintaining organizational standards and quality.
• Alignment with the mission and goals of the association and the agricultural community it serves.

Behavioral Style

Are they a good fit for the role in their natural self?

This role requires someone who is organized, proactive, and highly dependable. The Administrative Assistant must thrive in a dynamic environment with many moving parts while maintaining professionalism and composure.

Key behavioral characteristics include:

• Strong organizational skills with the ability to manage multiple priorities.
• Proactive communication and follow-through.
• High level of discretion and confidentiality.
• Ability to coordinate with senior leaders, board members, and external stakeholders.
• Detail-oriented with strong administrative discipline.
• Calm and solutions-focused when managing complex schedules or logistics.

Skills

Do they have the skills to meet those performance expectations?

The Administrative Assistant to the CEO must bring strong administrative, communication, and coordination skills to effectively support executive leadership and organizational functions.

Required skills include:

• Executive administrative support and calendar management.
• Coordination of board meetings, travel arrangements, and events.
• Professional written and verbal communication.
• Document preparation, correspondence management, and record keeping.
• Ability to monitor regulatory publications such as the Federal Register and Texas Register.
• Financial record management related to PAC reporting and organizational funds.
• Publication editing and stylebook maintenance.
• Event and program coordination.
• Strong computer proficiency including office software and reporting tools.

Performance Profile

What is expected of them, and do they have the experience to do it?

The Administrative Assistant to the CEO is responsible for supporting executive leadership, coordinating board activities, assisting with organizational programs, and maintaining communication and operational efficiency across the association.

Primary responsibilities include:

Executive Support

• Assist the President & CEO with visitors, correspondence, telephone calls, travel arrangements and itineraries, reports, financial matters, and personnel coordination while keeping the CEO informed.
• Support the CEO in preparation and coordination of meetings, including scheduling, materials, and communication with organizational officers, directors, and partner associations.

Board and Officer Coordination

• Handle correspondence and travel arrangements for elected officers and board members.
• Coordinate all Board of Directors activities including meetings, appointments, travel arrangements, congressional visits, receptions, and dinners.

Organizational Administration

• Serve as Secretary-Treasurer, developing and executing the annual PAC plan including strategy, materials, and reporting requirements.
• Supervise PAC recordkeeping and reporting.

Program Coordination

• Coordinate the Leadership Program, including participant selection and program arrangements.
• Coordinate the Education Foundation scholarship program including selection, recognition, and payment of scholarship recipients.

Government Relations Support

• Assist with legislative and regulatory activities including:

 D.C. legislative fly-ins

Cattlemen at the Capitol

Texas Agricultural Council initiatives

• Monitor the Federal Register and Texas Register for relevant regulatory developments.

Member and Industry Support

• Manage civic contributions and memorials on behalf of the association.
• Administer the Arbitration Program, responding to member inquiries and coordinating proceedings.

Communications and Publications

• Maintain the organization’s Stylebook and conduct staff orientation on formatting, style, and filing standards.
• Identify relevant news items for the organization’s newsletter.
• Assist with development, review, and revision of organizational publications.

Additional Responsibilities

• Assist other staff members as needed to support organizational operations.
• Perform other duties as assigned.

*Candidates must be eligible to work in the US as well as meet the qualifications listed above in order to be considered for the Executive Assistant job.

Job Id: 17952