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