The Executive Office Specialist is responsible for providing general administrative support and project management for the CEO and the Executive Office team. This includes the execution and/or oversight of special projects and support for the CEO, Board of Directors, and Leadership Team. The ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities is also needed. The Executive Office Specialist must be able to work under pressure at times to manage a wide variety of activities. This position supports the goals and mission of APIC Consulting Services. This position has high visibility and significant interaction with member consultants, clients, APIC, third-party agencies, and internal staff.

The Executive Office Specialist exemplifies APIC’s staff core values of Ownership, Unity, and Commitment.

Major duties and responsibilities 

Leadership Team Support (50%)

• Works directly with the Leadership Team to provide support to all aspects of the daily work;
• Manages Leadership Team’s calendar; planning and scheduling meetings, conferences, teleconferences, speaking engagements, and travel;
• Conserves Leadership Team’s time by reading, researching, and routing correspondence; drafting letters and documents; collection, analyzing information, and processing expense reports;
• Assists in the development and distribution of meeting agendas and minutes for the Leadership Team, as needed;
• Provides communication support to internal team and APIC team;
• Manage client and consultant communications as needed.

Special Project Support (25%)

• Manage complex executive special projects as assigned and coordinate others’ efforts to ensure timely deliverables;
• Tracks deadlines for completion of projects/tasks assigned by and/or to the Executive Office;
• Creates meeting minutes and action item follow-up lists;
• Acts as point of contact for important information, specifically  with legal counsel and human resources.

 Governance and High level Administrative Support (10%)

• Attends annual meeting, providing direct support to the Executive Office;
• Communicates directly with the Board of Directors for all logistical information;
• Serves as administrative support for Governance work, as requested;
• Develops and maintains accurate Governance files and records as required to support the Executive Office function;
• Assists with Strategic Priority implementation and coordinates others’ efforts to ensure timely deliverables.
• Provides historical reference by developing and utilizing filing and retrieval systems, records of Board meetings.

General Miscellaneous Support  (10%)

• Other relevant administrative duties, as assigned.

Event Planning (5%)

• Provides on-site logistical support for Executive Office meetings, including face-to-face Board meetings and events, as well as APIC Annual Conference workshops and events;
• Sources facilities, set-up of events space, arranges catering, and meetings both on and off-site;
• Execute event and meeting management.

Knowledge and  Skills required for the position 

Education/Experience: 

• Associates degree, diploma or equivalent, 4-year college degree preferred.

• 3-5 years’ experience providing executive level administrative support, preferably in a for-profit setting.
• 3-5 years’ experience providing project management support.
• Experience working with VIP groups (ex. Board of Directors, Committees, etc.) preferred.

Knowledge, Skills, and Abilities:

• Advanced knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) and database management systems. Experience with Teamwork.com, Tracker RMS, Zoom, Doodle, and Bill.com a plus but not required.
• Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Knowledge of event management planning (including: pre/post and onsite logistics management), experience preparing requests for proposals for events, reviewing and interpreting hotel and catering contracts.
• Self-management: Sets well-defined and realistic goals; takes initiative, monitors progress, and is motivated to achieve; manages own time and can successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Results oriented: Ability to prioritize and work at a fast pace and meet critical deadlines.
• Customer service: Works and communicates with clients and customers to satisfy their expectations. Committed to quality service.
• Oral communication: Ability to communicate information in a clear and concise manner with individuals at all levels, including board members, association executives, government agency staff.
• Written communication: Ability to effectively communicate information and ideas in writing.
• Confidentiality: ability to work with and maintain the confidentiality of data and information.
• Must be able to manage by influence.

• Ability to work individually and as part of a team.
• Excellent proofreading and editing skills.
• Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.

APIC is an Equal Employment Opportunity Employer.