Executive Assistant

Position Summary

The Executive Assistant provides direct, high-level administrative and operational support to NUCA’s Chief Staff Officer (CSO) and Chief Advocacy Officer (CAO) under the organization’s dual-leadership model. This position plays a central role in ensuring seamless coordination across NUCA’s national office, Executive Committee, Board of Directors, and Chapters. The Executive Assistant supports executive communications, meeting logistics, governance documentation, and member engagement, maintaining the utmost professionalism and discretion while advancing NUCA’s mission to serve the utility construction and excavation industry.

• Manage the day-to-day administrative and scheduling needs of the CSO and CAO, anticipating priorities and deadlines.
• Coordinate travel, meeting logistics, and follow‑up actions for leadership activities, national conferences, and chapter visits.
• Prepare, proof, and distribute correspondence, reports, presentations, and talking points on behalf of NUCA’s executives.
• Maintain confidential records, files, and organizational documents with accuracy and discretion.
• Track key organizational deadlines and deliverables, ensuring leadership and staff accountability.

• Support the Executive Committee, Board of Directors, and governance committees by managing meeting logistics, preparing agendas and board books, and recording detailed minutes.
• Assist with the preparation and distribution of board packets, policy documents, and voting materials.
• Coordinate virtual and in‑person meetings and maintain governance calendars and compliance files.
• Support documentation related to bylaws, ethics, antitrust, and confidentiality policies.
• Maintain updated rosters of board members, regional vice chairs, and chapter leadership.

• Manage office operations, vendor coordination, and administrative workflows supporting the executive team.
• Assist with national event preparation, including Leadership Conference, Convention, and Board meetings.
• Process expense reports, invoices, and reimbursements in coordination with finance staff.
• Maintain organized digital and physical filing systems for contracts, correspondence, and governance archives.
• Support special projects as assigned by executive leadership, including modernization initiatives and workforce development programs.

• Draft and edit correspondence, announcements, and leadership messages for internal and external audiences.
• Assist in maintaining NUCA’s professional image across all communication channels.
• Support coordination between staff, consultants, and partner organizations.
• Provide courteous and timely responses to member inquiries and requests directed to NUCA’s leadership.

• Bachelor’s degree in Business Administration, Communications, or related field preferred.
• Minimum of 5 years’ experience supporting senior executives, preferably in a nonprofit, trade association, or membership organization.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication abilities.
• High proficiency in Microsoft Office 365, Teams, SharePoint, and Zoom/Webex platforms.
• Ability to manage multiple priorities and maintain confidentiality at all times.
• Familiarity with association governance, board operations, or chapter-based structures strongly preferred.