Executive Assistant

Executive Assistant

ASHRAE, an international non-profit engineering society, has an immediate full-time opening for an Executive Assistant/Scholarship Administrator to assist and provide administrative and secretarial support to the Executive Vice President and Executive Officers. This position also administers the Scholarship Program, which includes serving as staff liaison to the Scholarship Trustees and provides clerical support to the CIBSE/ASHRAE Liaison Committee and the AHRI/ASHRAE/IEC Joint Exposition Committee. There will be frequent contact with the Executive Committee, Board of Directors, Society members, officers of other societies or corporations, and ASHRAE staff. 

Requires a minimum of five years of C-suite experience working for upper management as an administrative assistant and a minimum of two years of college or technical school. Position requires exceptional organizational and communication skills including excellent grammar.

Job responsibilities include:

1. Assists Executive Vice President in maintaining an efficient office and relay his directions to staff in his absence.
2. Provide administrative and secretarial support to the Executive Vice President, which includes the following:
• Process and prioritize incoming and outgoing information and correspondence
• Maintaining files and records
• Setting up staff meetings and various other meetings
3. Answering and screening telephone calls
4.  Make travel arrangement and reservations for Executive Vice President (and Officers as required).
5. Compile, maintain and distribute travel calendar of Executive Committee.
6. Prepare back-up information for Executive Vice President’s use at Executive Committee and Board of Directors meetings.
7. Prepare accounting distribution sheets for Executive Committee, Board of Directors and Presidential Ad hoc Committee’s expense reports and miscellaneous invoices.
8. Manage the ASHRAE headquarters’ office at the Winter and Annual Meetings, which involves the following:
• Supervision of two temporary workers, setting priorities on work requested by members and delegating work to the temporaries
• Determining equipment needs & set up temporary headquarters office
• Set-up staff schedules for use of computer equipment
• Maintain and purchase supplies as needed for the headquarters office
• General contact with ASHRAE members (i.e., copying, problem solving, directions, etc.)
9. Administer the Scholarship Program and serve as staff liaison to the Scholarship Fund Trustees, whose primary objective is promoting HVAC&R education through the granting of scholarships at the undergraduate level. Responsibilities include:
• Preparation of meeting agendas, minutes, and reports
• Overseeing the design and print of brochures and promotional material
• Answering inquiries and distribution of promotional materials and applications
• Processing applications for review by the Scholarship Trustees
• Sending notification letters to recipients and rejection letters to other applicants
• Maintain scholarship webpage
• Review and, when needed, revise scholarship budget
• Maintaining the Scholarship Guidelines and the Scholarship Trustee’s MOP
• Work closely with ASHRAE Foundation and Marketing to promote scholarships
10. Provide staff liaison support to the Joint Expo Policy Committee & ASHRAE CIBSE Liaison Committee.
11. Other duties as assigned by the EVP.
12. Must travel at least twice a year for a week at a time to Annual & Summer Meetings.

In return for your skills, ASHRAE provides a flexible work schedule, competitive salaries, and excellent company paid benefits including paid holidays, sick time, & vacation. We offer employee dental, vision, life, and disability insurance paid at 100% and employee medical is paid at 90%.  We have an outstanding 401k plan, an employee assistance program, and free parking.  Our state of the art, environmentally friendly non-smoking office opened in October 2020 in Peachtree Corners overlooking a lake along the new Greenway Path in Technology Park.

We invite you to check out our website at www.ashrae.org to learn more about us. Let ASHRAE be the right place to share your skills and enhance your résumé.  Please send your résumé along with salary requirements directly to hr@ashrae.org.  Subject line MUST INCLUDE: Executive Assistant.  ASHRAE is an Equal Opportunity Employer and all ASHRAE staff must show proof of being fully vaccinated against COVID19.  No calls please.