Job Openings Executive Assistant

About the job Executive Assistant

Purpose of the Role

To serve as the central administrative and communications hub for AMTA,  ensuring alignment, timely execution, and member engagement across its growing initiatives and leadership. This role is the operational anchor during the "dating phase" of collaboration, with visibility into high-level strategic efforts, including vendor relations, member communications, and leadership coordination.


Key Responsibilities

  • Serve as primary support to AMTAs Executive Committee.

  • Manage inboxes, calendars, and schedules across leadership (with emphasis on speed and clarity).
  • Coordinate and document Executive Committee agendas, calls, and minutes.
  • Track and follow up on strategic initiatives (e.g., vendor network buildout, CE alignment, policy projects).
  • Oversee member engagement follow-ups (e.g., new member welcomes, renewals, spotlight communications).
  • Compile, draft, and send communications to members, vendors, or internal teams.
  • Act as liaison between AMTA leadership and ZIA team or vendors (e.g., marketing, tech support).

  • Light project management using tools like Google Drive, Trello, or ClickUp.

  • Anticipate needs, support org-wide alignment, and ensure smooth flow of priorities.


Ideal Traits & Profile

  • Top-tier English skills (written and verbal).

  • Fast responder and proactive problem solver.

  • Experience working directly with executive-level leaders.

  • Highly organized, independent, and forward-thinking.

  • Trusted to handle sensitive organizational matters with discretion.

  • Bonus: Experience with associations, nonprofits, or member-based organizations.


Tech & Tools

  • Gmail, Zoom, Slack, Google Drive.

  • Optional: ClickUp or similar task/project management tools. 
  • Comfortable navigating multiple communication channels (email, chat, text).


Reporting & Rhythm

  • Daily check-in email with summary of actions, upcoming tasks, and blockers.

  • Weekly sync with ZIA team to align on deliverables.

  • Monthly summary report of executed tasks and pending initiatives.


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