Company Description

Quality Matters (QM) is an international organization that is recognized as a leader in quality assurance for online education. QM is a nonprofit organization comprised of a dedicated staff that works together virtually-from cities all over the United States-to support everyone's quality assurance goals.

Responsibilities
In this role, the Executive Assistant will:

• Support the administrative requirements of the Quality Matters™ (QM) Chief Executive Officer (CEO), the QM Board of Directors (BOD), and board and advisory committees. Providing all facets of administrative support, project management, and meeting/event support for the BOD.
• Support Quality Matters leadership in achieving QM's philosophy, mission, strategy, and annual goals and objectives.

Essential Duties
In fulfillment of the responsibilities, the Executive Assistant will:
Provide full and diversified administrative support to the QM CEO and BOD. The daily tasks require analytical ability, judgment, discretion, and knowledge of a substantial body of administrative or program principles, concepts, policies, and objectives.

Provides comprehensive administrative support for the QM CEO, including activities, meeting, event, and travel support.

• Schedule and organize complex activities such as meetings, conferences, and agency activities.
• Schedule and host virtual meetings; supporting, recording and summarizing meetings as needed.
• Complete travel documents and arrange and coordinate travel schedules and reservations.
• Prepare briefings and advance materials to support the productive engagement of the leadership team with partners.
• Manage all registration and logistics for external event participation and attendance.
• Manage expense reports and submission of reimbursements for the CEO, including completing receipt requests, documenting corporate credit card expenses, and reporting to the finance team in a timely manner.
• Receive inquiries on behalf of the CEO, responding and/or referring party to appropriate staff members.

Serve as the principal administrative support for the QM Board of Directors

• Manage a complex calendar; screen and prioritize communications; coordinate internal and external calls, conferences, meetings, logistics, and events.
• Build relationships and liaison with others, handling highly confidential, politically sensitive, or community-related issues in a professional and ethical manner.
• Field and respond to public outreach to the board, prepare outgoing correspondence, prepare agendas, and record minutes of meetings.
• Attend all board and requested committee meetings in an administrative support function.
• Support preparation of board reports and other documents, using appropriate software and equipment to complete correspondence, reports, spreadsheets, graphs, charts, and other various documents.
• Use software systems databases, spreadsheets, or other data sources to retrieve data for reports;
• Maintain documents, google documents, spreadsheet files, and associated information, organizing and maintaining these within the appropriate virtual document management and project manage file systems.
• Edit and professionally prepare materials
• Review correspondence for proper spelling, punctuation, formatting, grammar, and compliance with administrative and office policy.

Manage special projects at the request of the CEO, which may include:

• Plan and coordinate multiple presentations, disseminate information, etc.
• Monitor or track project milestones and deliverables.
• Identify the need for initial or supplemental project resources.
• Confer with project personnel to identify and resolve problems.
• Coordinate meetings and other project-related activities
• Draft minutes, contracts, interim and final project reports, and other documents
• Use initiative to compose, design, and edit both routine and complex correspondence, agendas, reports, charts, graphs, etc.

Collaborating with QM Staff

• Coordinate and cooperate with all staff to ensure QM mission, programs, products and services are consistently presented positively to relevant stakeholders.
• Meet with QM staff and departments as needed in order to meet the strategic goals and objectives of the units and the organization.
• Attend in-person QM conferences and any required organizational or planning meetings.

Other duties as assigned

Required Qualifications

Self-starter, capable of being productive in a fast-moving virtual office environment with the following qualifications and desired skills:

• Bachelor's Degree.
• Credential and/or training related to the role of an executive assistant or an association executive.
• A minimum of four years' work experience in an administrative role for executive-level staff.
• At least two years' experience supporting a board of directors and or CEO/Executive Director.
• Demonstrated expertise with written and oral communication skills, including the ability to prepare written material appropriate for executive-level decision makers
• Detail-oriented, with strong proofreading skills and the ability to maintain a high level of accuracy in all work activities
• Excellent organizational skills, including ability to respond to multiple priorities, meet varying deadlines, and coordinate projects involving input from multiple participants
• Proven ability to work independently and as part of a team - especially in a fast-moving, virtual work environment
• Strong work ethic and a high level of professionalism
• Demonstrated strength in taking initiative with follow through on projects and tasks
• Must have access to reliable, high-speed internet

Preferred Qualifications

• Three years or more of administrative experience supporting a non-profit BOD and/or education-related organizations.
• ASAE Certified Association Executive credential or equivalent
• One or more years of virtual work experience, with demonstrated successes both independently and as part of a team in a fast-moving work environment.

Technology Proficiencies

• Proficiency with the use and basic maintenance of computing devices such as laptops, iPads, and Windows-based applications and operating systems.
• Demonstrated proficiency in the use of Microsoft Office Suite applications, PowerPoint, Publisher, Word, and Excel.
• Experience working with calendaring tools and virtual communication tools for executive or board support.
• Proficiency using video conferencing software (Zoom, in particular)
• Experience with Google applications
• Familiarity with Project & Document Management applications such as Basecamp, ClickUp, and Alfresco
• Expertise with the use of various email clients (e.g. Gmail).
• Willingness and ability to learn new software applications and virtual communication tools.

Additional Information

QM operates a virtual office, and this will be a remote, home-based position. Applicants must reside permanently in one of the following states to be considered for this position: CT, FL, IL, IN, KS, KY, MD, MI, MO, NC, NH, NM, NV, OH, OR, PA, SC, TN, TX, or WA. Candidates outside of these states need not apply. You should also have access to reliable high-speed internet.
This full-time remote position is At-Will, with a salary range of $64,696 - $72,783 annually, based off of a 40-hour work week, minimum, paid in biweekly increments. This position is eligible to participate in QM's competitive benefits package including medical, dental, vision, life, long-term disability, 401(k), 12 paid holidays, paid vacation and paid sick leave.

Work Environment and Physical Demands

This job operates in a telecommuting and/or home office environment. The work in this role is conducted primarily through the use of computers or computer-based and internet technology as well as other office productivity machinery such as a computer printer. As such, the job is largely sedentary and requires continual and sustained operation of a computer. The person in this position frequently communicates with peers, colleagues and staff in both synchronous and asynchronous modalities. Must be able to exchange accurate information. This role requires occasional travel to conferences and meetings.

Regardless of physical location, all QM employees are required to be available to attend the synchronous core schedule of Monday through Friday, 10:00 am to 3:00 pm, EST and participate in weekly staff meetings.