Executive Assistant

Description

The Executive Assistant reports directly to the President & CEO and works closely with the Vice Presidents of Economic Impact and Community Engagement and other NTCA staff to support the organization’s executive leadership, Board of Directors, governance functions, operational needs, and administrative processes.

The Executive Assistant is expected to be proactive and anticipatory, staying several steps ahead of the CEO and leadership team by identifying upcoming needs, recognizing potential issues or gaps, preparing for contingencies, and taking appropriate action before problems arise, without requiring constant direction or follow-up from executive leadership. The position requires the judgment to distinguish between matters that can be handled independently, those requiring consultation, and those that should be elevated to the CEO or senior leadership.

The Executive Assistant is expected to communicate with a high degree of professionalism, clarity, accuracy, and diplomacy. The position regularly communicates with NTCA staff, committee members, Board members, local businesses, external stakeholders, nonprofit organizations, public agencies, elected officials and their teams, vendors, community partners, and members of the public.

This position offers an excellent opportunity to gain broad exposure to the many facets of a leading Destination Stewardship Organization and to contribute to work that directly supports the vitality and long-term health of the North Tahoe community.

This role is designed to provide a strong foundation for individuals seeking to build a career in destination stewardship, community and economic development, hospitality and tourism, nonprofit leadership, organizational management, or executive administration.

Requirements

Key Responsibilities

Executive & Leadership Support

• Provide high-level executive, administrative, organizational, and coordination support to the President & CEO and senior leadership team.
• Proactively anticipate needs, manage calendars and competing priorities, triage requests, prepare materials, track commitments, and ensure timely follow-through.
• Protect executive time and organizational focus through effective prioritization, communication, gatekeeping, and coordination.
• Support special projects, organizational initiatives, and cross-functional assignments.

Board, Governance & Organizational Administration

• Coordinate NTCA Board of Directors and advisory committee meetings, including schedules, agendas, meeting materials, packets, notices, attendance, quorum, logistics, and follow-up.
• Administer Board elections, bylaw amendments, Form 700 filings, Conflict of Interest documentation, and other governance processes.
• Coordinate with Board members, staff, election auditors, vendors, property management companies, public agencies, and other partners to ensure processes are accurate, timely, confidential, and professionally executed.
• Maintain accurate organizational records, documentation, and governance information.

Data, Reporting & Organizational Information

• Coordinate the weekly and monthly organizational data-collection initiatives.
• Collect, verify, maintain, and distribute information used to support NTCA reporting, communications, and organizational decision-making.
• Maintain accurate databases, records, schedules, and other organizational information.

Office & Administrative Operations

• Oversee day-to-day administrative operations, including office supplies, mail, postage, equipment, vendors, service providers, records, and administrative systems.
• Maintain efficient organizational procedures, workflows, and quality-control practices.
• Identify and implement opportunities to improve administrative efficiency, accuracy, technology use, and organizational effectiveness.

Events & Organizational Support

• Provide administrative and logistical support for NTCA programs, including Tuesday Breakfast Club, Board and committee activities, and other organizational events.
• Coordinate schedules, materials, communications, vendors, facilities, and other event requirements.
• Support organization-wide projects and initiatives as needed.

Stakeholder Communication & Coordination

• Serve as a professional and responsive point of contact for internal and external stakeholders, including Board and committee members, businesses, nonprofit organizations, public agencies, elected officials and their teams, vendors, community partners, and the public.
• Communicate with discretion, accuracy, diplomacy, and…