Executive Assistant

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, "wel