Executive Administrative Assistant
Location: Geological Society of America Headquarters, Boulder, Colorado.
Employment Type: Full Time
Duties and Responsibilities
Oversees the daily administrative activities of the Executive Director’s office and serves as confidential assistant. This position performs a variety of administrative support activities that includes manage non-exempt staff, schedule appointments, follow up on the status of staff assignments and provide business support services for the Executive Committee, GSA Council and Headquarters staff.
Specific Duties Include:
- Provide administrative support to the office of the Executive Director,
- Responsible for special projects that require management to take the work team from start to finish,
- Duties and tasks reflect substantial variety and complexity. Applies skills and knowledge in multiple functions. Act as a resource to others in the resolution of complex problems and issues. Error in decision making and judgment has a significant impact,
- Help develop Administration & Governance budget,
- Process and maintain travel expense reports for the Executive Director, Executive Committee and Council,
- Prepare meeting agendas, meeting materials and minutes for the Executive Committee and Council meetings. Coordinate teleconference meetings as needed,
- Maintain corporate records such as corporate minutes, constitution and bylaws, current financial resolutions and certificate of incumbency,
- Oversee preparation and assembly of the corporate ballot including executive reports, ballot, candidate’s biographical information, corporate meeting announcements and council actions. Ensure the annual corporate meeting is conducted in accordance with Society bylaws. Compile and report ballot results, inform candidates and Council of results,
- Schedule and prepare information/articles/announcements for GSA Today,
- Provide administrative support to Human Resources Department as requested and act as a backup for Human Resources Department,
- Provide Administrative support to Section/Division/Associated Society liaison as requested,
- Develop and maintain Council and Executive Committee notebooks and schedules.
- Recommends process improvements,
- May provide mentoring and leadership to other administrative assistants. Act as a resource for corporate history, policies and practices,
- Supervise other administrative assistants in a lead capacity only,
- Other duties as assigned.
Education and/or Professional Experience:
- Bachelor’s degree required and 2-3 years of business school or professional training preferred
- Minimum ten years of administrative experience in a corporate environment
- Typing speed between 65 – 70 words per minute (wpm) required
- Proven ability to work independently to achieve accomplishments
- Demonstrated ability to handle confidential information appropriately
- Demonstrated interpersonal skills with the ability to work with all levels of the corporation, members and executive board of directors
- Ability to prioritize and coordinate multiple tasks simultaneously
- Strong organizational and project management skills
- Excellent verbal and written communication skills
- Ability to communicate effectively with all levels of employees and outside contacts
- Ability to exercise good judgment in decision making and willing to take initiative
- Highly proficient in Microsoft Office (Word, Excel, PowerPoint)
The selected candidate may be required to work evenings and/or weekends, on occasion, as needed to provide support and assistance to the Executive Director and should be willing to travel at least 2 times per year. Qualified candidates will be subject to a background check.
Benefits include health, dental, vision, paid PTO/holidays, and a 403(b) plan.
To be considered for this position, please provide the following documents: cover letter, resume, and salary requirements.
These may be sent as attachments to or mailed to:
Geological Society of America
3300 Penrose Place
P.O. Box 9140
Boulder, CO 80301
Note: Incomplete applications will not be considered
The Geological Society of America:
The Geological Society of America (GSA) is the preeminent professional society supporting the geological sciences in America. Founded in 1888, GSA has more than 25,000 members worldwide of whom about 20% are student and young professional members. In addition to a full publication program of well-respected journals and monograph series, GSA holds an annual meeting each fall attended by >6000 geoscience professionals, six regional meetings each spring, and selected collaborative international meetings, workshops, and field excursions. GSA interacts with more than sixty affiliated and associated societies across the globe.