Executive Assistant

Position Summary

The Executive Coordinator provides high-level administrative and operational support to the Executive Director and other leaders. This role is critical to ensuring smooth internal operations, effective communication, and the successful coordination of organizational priorities. The Executive Coordinator serves as a trusted partner in managing schedules, supporting governance processes, coordinating meetings and communications, and assisting with key strategic and administrative initiatives.

Executive Support

Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel.

Provide general administrative support to Executive Leadership.

Assist with special projects and operational tasks as assigned.

Prepare and submit expense reports for Executive Leadership.

Maintain records and files as needed.

Governance & Meeting Coordination

Coordinate and support logistics, scheduling, materials preparation, and minutes for Board of Directors, Global Leadership Team and AEE Foundation Board

Maintain up-to-date contact lists and rosters for volunteer leadership.

Coordinate the annual AEE Officer Elections process.

Distribute calls for nomination.

Support the Nominations & Elections Committee.

Send ballots, compile results, and distribute announcements.

Notify incoming officers of roles and responsibilities.

Human Resources & Organizational Development

Maintain and update employee job descriptions, the AEE Employee Manual, and the organizational chart.

Support recruitment processes, including scheduling interviews and onboarding logistics.

Track and coordinate annual performance review schedules.

Plan and coordinate staff development and organizational culture activities.

Assist with implementation of AEE’s Organizational Development initiatives in partnership with the Senior Director of Operations.

Intellectual Property & Legal

Coordinate the registration and maintenance of AEE’s trademarks and copyrights.

Manage intellectual property documents and relationships with external legal counsel.

Events & Conference Support

Attend AEE conferences and support Executive Director and other leaders on-site.

Coordinate staff/board dinners and internal gatherings during events.

Represent AEE at external events as needed.

Organize internal staff events, including the annual holiday party.

Qualifications

Minimum 3–5 years of experience in administrative, executive support, or operations-related roles.

Exceptional organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.

Excellent written and verbal communication skills, including experience drafting professional correspondence and preparing meeting materials.

Strong attention to detail and a commitment to accuracy and confidentiality.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), virtual meeting platforms (Zoom, Teams), and project management platforms (Asana).

Demonstrated ability to work independently and collaboratively in a fast-paced environment.

Proven track record of exercising sound judgment, discretion, and professionalism.

Ability to travel 2–4 times per year to support conferences and events.

Experience supporting nonprofit or association executives and boards of directors, preferred.

Familiarity with governance processes, including board meetings, elections, and committee coordination, preferred.

Knowledge of HR administrative functions, such as maintaining job descriptions, onboarding logistics, and performance review tracking, preferred.

Equal Employment Opportunity Policy

AEE provides equal opportunity in all of our employment practices to all qualified employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, marital status, military status, or any other category protected by federal, state and local laws. This policy applies to all aspects of the employment relationship, including but not limited to recruitment, hiring, compensation, promotion, transfer, disciplinary action, layoff, return from layoff, training, and social and recreational programs. All such employment decisions will be made without unlawfully discriminating on any prohibited basis.