Executive Assistant - Council of State Governments

The mission of The Council of State Governments' Southern Legislative Conference (SLC) is to foster and encourage intergovernmental cooperation among its 15 member states. In large measure, this is achieved through the ongoing work of the Conference's six standing committees and supporting groups. Through member outreach in state capitols, policy research, international member delegations, staff exchange programs, meetings and fly-ins, staff support state policymakers in their work to build a stronger region. To learn more about the Southern office visit us at www.csgsouth.org. To learn more about careers at CSG, and about our comprehensive benefit offerings, including medical, dental, vision, retirement, paid time off, PSLF eligibility and more, please visit our website here.

JOB SUMMARY

This Executive Assistant position provides support to the Regional Director and requires someone with extensive experience in the administrative field supporting an officer in a high-performing environment. This role coordinates external communications to high-level elected officials and interfaces with high-level elected officials and their staff routinely. The Executive Assistant is responsible for booking travel arrangements and preparing the Regional Director for meetings, state visits, leadership programs and multiple fly-ins. The Executive Assistant supports the Regional Director in preparing for the Executive Committee meetings and communications throughout the year. This position supports the Regional Director in helping them achieve the goals of CSG South and serves as a professional and responsive conduit for excellent customer service to the CSG South staff, state leadership, and external partners. The most qualified candidate is structured in their approach to carrying responsibilities while also being flexible to changing priorities and situations with minimal supervision.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Proactively manages the Regional Director and CSG South calendar(s) with the ability to think strategically to provide time management support, prioritize meetings, resolve schedule conflicts, and stay several steps ahead to maintain effective use of time.
• Make independent decisions to manage the flow of email, phone calls, and other communications, as well as scheduling meetings and coordinating calendars and travel.
• Represent the Regional Director in internal and external communications, using a positive approach and a high degree of professionalism, confidentiality, and accuracy.
• Maintain confidence and protect against disclosing confidential or sensitive information.
• Seamlessly arrange travel for the Regional Director (including coordination with spouses, partners, or family members) and prepare detailed itineraries, emphasizing effective time and travel cost management.
• Collate receipts for the Regional Director's company credit card and/or prepare expense reports necessary to reimburse legitimate travel expenses accurately.
• As needed, support the Southern Office staff with hotel and transportation arrangements and on-site events for state visits.
• Anticipate potential problems and expeditiously coordinate solutions.
• Effectively coordinate the office's workflow to maximize results in supporting the Regional Director, department directors, and CSG South staff.
• Coordinate the preparation and distribution of information to the directors' group for bi-weekly and quarterly meetings.
• Provide support for the Director of Development with meetings or events arranged to recognize external funders or with meetings involving the Regional Director or Chair to reach out to prospective external funders.
• Provide support, as requested by any CSG South department director, to help ensure the successful delivery of CSG South meetings, programs, and services.
• Coordinate the preparation and distribution of information to the CSG South leadership by working closely and productively with communications, policy, events, and the director's team members to prepare accurate and timely communications with CSG South principals as needed to facilitate successful CSG South convenings, meetings, and experiences.
• Coordinates regular emails and mailings to high-level elected officials, including mail-merge correspondence with appropriate mailing lists, recording responses, and notifying appropriate staff.
• Coordinates and implements the Legislative and Staff Policy Committee Appointments process and the Chair Scholarships process from beginning to end, including all correspondence, "welcome boxes", timely notifications, appropriate tracking, and notifying CSG South staff.
• Assists with database management and tracking of operational protocols for various state officials.
• Arrange meetings with targeted officials for the Regional Director's state visits and prepare briefing emails for each state for the Regional Director before the scheduled state visits.
• Assists with Executive Committee management and communication, including e-blasts, print communications, Annual Meeting preparations, and travel arrangements for special programs and projects.
• Assists with the Executive Committee meetings and event preparation for the Annual Meeting, mid-year virtual meeting (December), CSG National Meeting (December), international delegations, Southern States Leadership Retreat (SSLR), or other convenings that directly involve the CSG South executive committee members or principals.
• Compiles and prepares Chair, Chair-Elect, and Executive Committee briefing packets for the Annual Meeting and as assigned for other functions.
• Strengthen positive relationships with the CSG South Executive Committee, their staff, and external funders, by providing professional and timely responses to inquiries received in close coordination with the Director of Development.
• Maintain an accurate roster of contact information for all CSG South leaders and their key staff members to facilitate communication.
• Works with the Finance Coordinator and Regional Director to track annual general budget, programmatic budgets, and special accounts for CSG South while understanding the account coding and finance policies of CSG.
• Assist the Regional Director with preparing new hire orientation materials, as needed.
• As requested, independently conduct research and prepare presentations. Be proficient with the technology necessary to produce quality presentations and to portray data and other information clearly.

SKILLS & ABILITIES

• Keeps current on organizational changes and developments
• Demonstrates a high degree of attention to detail and professional demeanor and exhibits appropriate interpersonal skills and relationships with both internal and external partners
• Demonstrates proficiency in Microsoft Word (including mail merges), Excel, Adobe Suite, Outlook (email, meeting, calendar management), and other applications such as internet and electronic databases.
• Communicates clearly and effectively (written and oral), demonstrates sensitivity and tact, be a trusted resource for colleagues and possesses exceptional customer service skills
• Demonstrates a high degree of skill in prioritizing/organizing tasks and efficiently managing multiple projects while keeping attention to detail
• Dependable, flexible, approachable and able to work collaboratively with internal and external staff and stakeholders in a professional manner
• Ability to interact effectively with diverse people in different contexts and foster equity and inclusion through self-awareness, cultural sensitivity, and valuing others.
• Dedication to public service with an unfailing commitment to act with civility, be nonpartisan in performing CSG duties, and be a responsible steward of member and donor funds.
• Travels by plane and vehicle, overnight and for varying lengths to fulfill duties and responsibilities as needed.

EDUCATION AND EXPERIENCE REQUIREMENTS

• Bachelor's degree, or equivalent years of experience, with or in federal or state government, association management, non-profit organizations, public administration, law or related field.
• 3 - 5+ years of work experience supporting executive management, nonprofit, government, or related sectors.
• Working knowledge of state government and experience working with elected officials is preferred.

APPLICATION INSTRUCTIONS
Interested candidates must complete the online application and include their cover letter and resume.

Qualified applicants will receive consideration for employment without regard to characteristics including but not limited to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. CSG is an Equal Employment Opportunity employer.