Southern Arizona National Electrical Contractors Association
General Job Description
The Executive Assistant performs administrative and support functions in the day-to-day operations of a Trade Association which is a local Chapter of a National Trade Association, known as the National Electrical Contractors Association (NECA). This position works directly with and for the Executive Director. The Executive Assistant is responsible for oversite and direction of the duties of the Administrative Assistant. The Executive Assistance position offers the opportunity for growth and advancement as skills and experience levels expand. This position can be part-time or full-time based on a candidate’s availability relating to their current scholastic endeavors.
- Support office functions, coverage and cross-training, thereby assuring consistency and reliability to the Membership and industry programs which the Chapter is responsible for overseeing.
- Direct electronic payroll reporting process, training of payroll personnel on program functions and monthly reconciliation. Also, responsible for distribution of reports and benefit funds to the various programs and trust funds, which is time sensitive and critical relating to employee benefit coverage on a monthly basis.
- Assist in preparing monthly financial statements and annual budgeting process
- Reconcile various checking and investment accounts, manage accounts payable/receivable, office payroll and associated reports and assure consistent and accurate financial records.
- Prepare monthly Board Meeting packets and related documents, participate in meetings and maintain Minutes and associated records.
- Arrange and gather information necessary for annual audits relating to various industry programs and trust funds.
- Organize quarterly membership meetings, including guest speakers and/or relevant materials.
- Coordinate continuing education opportunities on behalf of NECA Member Contractors.
- Develop relationships with Electrical Contractors, Local Union Personnel and Apprenticeship Training Directors and staff, industry peers and NECA Premier partners/vendors.
- Administer Drugfree Workplace Programs for two Local Unions and oversee the Employee Assistance Program counseling process. This Program is offered to individuals to help them overcome their drug usage in order to continue working within the unionized electrical industry.
- Update websites for S AZ NECA and Apprenticeship Programs, as identified.
- Schedule meetings, coordinate travel and event arrangements for NECA staff and Members.
- Research products and/or programs and make presentations based on findings, as identified.
- Plan various events from conception to completion for local, state and regional meetings.
- Create marketing materials for events and/or programs as identified.
- Participate in Union negotiations relating to Collective Bargaining Agreements and/or other Memorandums of Understanding specific to local needs and demands.
- Other duties as assigned.
Proficiencies & Expertise
- Proficient with Microsoft Office products, Google Calendar, Quickbooks or similar accounting software
- Understanding of bookkeeping and accounting principles
- Demonstrated ability to manage multiple projects with various deadlines, requiring flexibility and agility
- Exhibit a high degree of discretion when dealing with confidential information
- Basic knowledge of computers and networks, as well as websites
- Self-starter, strong communication skills, motivated, creative, ability to work alone or with others, capable of making decisions independently while considering circumstances and possibilities
- Small office, flexible and friendly atmosphere
- Willing to offer paid internship based on degree focus and requirements
- Able to work around current school schedule
- Maintaining a cohesive team environment is essential
- Required to participate in the Drug Free Workplace Program as a participant and pass pre-employment and random drug tests throughout employment