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  • Providence, RI

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Executive Assistant

AAA Northeast • Providence, RI

Posted 28 days ago

Job Snapshot

Computer Software, Government - Civil Service, Legal
Admin - Clerical
Relocation - No


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Job Description

AAA Northeast is one of the largest and most innovative membership organizations in North America. It is a multi-business organization comprising more than 60 locations in a six-state area.

We provide valuable roadside service to our 5.1 million members, as well as many specialized services such as Financial Services & Loans, Insurance, Travel, Discounts, Auto Glass, and Driver Training. AAA is a key advocate for issues impacting the traveling public, such as highway safety, road maintenance and related legislation.

We have a unique organizational model and many of our businesses are the largest and most sought after in their industries. AAA Northeast employees help and serve as a way of life. Through a 100-year legacy of service stewardship, our employees make valuable contributions to our workplace and the community that surrounds us.

In order to continue our mission, our organization is expanding and we need talented people to work alongside us in creating our next 100 years.

Provides administrative and secretarial support to Senior Vice President, Public and Government Affairs & New Business Development and Vice President of Information Technology. Acts as central point of contact for all Club inquires involving Public/Government Affairs, handling inquiries with extreme amount of discretion and judgment. Provides Five Diamond Service in all interactions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Provides administrative and secretarial support and assists with the day-to-day departmental activities; coordinating and booking business travel, initiate and coordinate meeting requests, orders office supplies, processes purchase requisitions, prepares general correspondence; maintains files and tracks business expenses. Maintains time and attendance records and submits required information to payroll; distributes mail.

Administers the Club donations programs; receives requests for donations (ads and sponsorships) from various sources, and processes these requests according to Club guidelines, approving certain requests in absence of SVP, and ensuring that Club remains visible and active in local communities; tracks inventory and expenses, and generates reports as necessary.
Represents the Club on behalf of the Senior Vice President of Public and Government Affairs and New Business Development; handles confidential materials, governmental affairs projects and media relations; handles incoming inquiries from government and media officials with the utmost discretion, understanding that all interactions reflect directly on Club image.

Builds and maintains professional relationships with all level of organizational authority, including Board of Directors, AAA National and other AAA Clubs, maintains corporate relationships with civic and government agencies, the media, corporate contacts, political contacts, Club members, the general public, suppliers and business vendors.

Handles high-level communication between Club and governmental, regulatory and legislative bodies; prepares licensing and regulatory reports; provides detailed information regarding the Club, prepares lobbying expense reports, ensuring all forms are complete, accurate and timely submitted.

Processes departmental purchase requisitions. Ensures completeness and accuracy of business line software and hardware purchase orders; maintains inventory and audits invoices to identify any billing errors. Tracks all club technology related expenses and provides Accounting with information on any charge backs.

Reviews and compares monthly financial reports from Accounting and updates Excel tracking sheets.

Develops extensive knowledge of Club organizational structure and of products and services to effectively handle incoming inquiries, protecting the AAA branch legacy for highest quality service, delivers Five Diamond service during all Club and business transactions

• B.A. preferred; high school diploma or GED required.
• A minimum of five years' experience providing administrative support, with 2 of those 5 years supporting an executive position.
• Excellent communication skills required, with the ability to use discretion and judgment.
• Excellent organizational and time management skills required, with the ability to prioritize in a deadline-driven environment.
• Good math skills required, including attention to detail.
• Ability to build strong, professional working relationships with all levels or organizational authority, outside vendors and industry representatives.
• Ability to work as a team member.
• Complete familiarity with the Microsoft Office family of products.
Job ID: 9827
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