Executive Assistant

Association for Materials Protection and Performance (AMPP)

JOB TITLE: Executive Assistant

DIVISION: Executive Office

DEPARTMENT(S): Executive Office

REPORTS TO: Director, Board Relations

FLSA STATUS: Exempt REVISION DATE: 10/10/2025

SUMMARY:

Provide high-level, comprehensive, administrative support to the Executive Office, including the CEO, Chiefs, and Director of Board Relations, as needed in support of their responsibilities. The Executive Assistant must enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Manages complex office administrative work requiring the use of independent judgment and initiative.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive Office, some of which may have organizational impact.
• Work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Maintains customer confidence and protects operations by keeping highly sensitive information confidential.
• Plan, manage, and support special projects, training, workshops, meetings, conferences, and team activities and contribute to team effort by accomplishing related results as needed.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on requests to successful completion, often with deadline pressures.
• Manage and approve decisions, requests, expenditure, and recommendations on behalf of Executive Office senior staff, in their absence, according to agreed guidelines and policies.
• Manage and monitor active schedule/calendar for Executive level staff, including, but not limited to, CEO and Chiefs, including independent scheduling of meetings, luncheons, teleconferences, etc.; coordinate domestic and international travel for Executive level staff including airline, hotel, and automobile reservations, visa application processing, online travel agenda, etc., and act as Executive staff's gatekeeper, ensuring an effective schedule.
• Manage and coordinate onsite and offsite meetings/events for the Executive Office, including securing offsite meeting space, hotel reservations, catering, creating agendas, time keeping, taking minutes, etc.
• Provide administrative and logistical support for the Board of Directors, as needed.
• General administrative duties may include, but not limited to, answering phones, filing, coordinating special projects, process mail, process expense reports, maintaining supply inventory, updating and distributing board member lists, maintaining board records, etc.
• Ability to work the occasional early mornings, late evenings, and limited weekends aligned to executive and board schedules.

QUALIFICATION REQUIREMENTS

Able to work methodically, accurately, and neatly. Attention to detail, advanced English grammar and spelling skills, communicate clearly and effectively on the telephone, along with the ability to work well in a team and with diverse types of members are essential for this position.

EDUCATION and/or EXPERIENCE

A bachelor's degree is required, and a master's degree is preferred. A minimum of ten (10) years of work experience in an Executive level office environment position, supporting the CEO and C-Level Executives, is required. Familiarity with governance/board structure and processes preferred.

LANGUAGE SKILLS

Advanced oral and written communication skills are required, along with the ability to read and interpret general business documents.

MATHEMATICAL SKILLS

Must have mastered basic math skills.

REASONING ABILITY

Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule form.

OTHER SKILLS and ABILITIES

Must possess an advanced level of communication skill, both verbal and written, and have the ability to work in a multitask, competing priorities environment.

Must be computer literate with advanced/mastery knowledge, skill, and experience in Microsoft Office, communication platforms (Teams/Zoom), expense/travel platforms (Navan/Ramp), and knowledge in Board management software (OnBoard/Diligent) is preferred. Ability to learn and use association specific software. Advanced knowledge of the internet and how to utilize it, is required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

EQUAL OPPORTUNITY IN EMPLOYMENT

It is the policy of AMPP to provide equal opportunity in employment for all persons, and to recruit, select, train, promote, retain, and discipline without regard to race, color, sex, age, disability, religion, sexual orientation, or national origin.

AMPP complies with federal and state disability laws and makes reasonable accommodation for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources via email at hr@ampp.org.

Further, it is the policy of AMPP to maintain a professional workplace in which individuals are respected, and work in an environment free of harassment, including verbal or physical conduct that does not create an intimidating or hostile environment for candidates and/or employees.