Senior Executive Administrator

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Full Time FL, US

Executive Administrative Assistant

Reports Directly
To: Chief Operating Officer & General Counsel

Also Reports
To: Executive Director of Services

Position Summary

The USPA Executive Administrative Assistant position provides high-level administrative, operational, governance, and strategic support to the COO and senior leadership of the United States Polo Association (“USPA”). This role, located at the Lake Worth Office , serves as a key liaison between the COO, Board of Governors, committees, staff, subsidiaries, and outside stakeholders.

This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The individual will assist with governance administration, Board operations, contract management, meeting coordination, executive communications, compliance tracking, and strategic initiatives across the Association and its subsidiaries.

This role maintains a position of high visibility with Board Members, committee leadership, and key volunteers, and routinely handles highly confidential and sensitive information.

Governance and Board Administration

• Assist with the preparation, scheduling, coordination, and management of all Board of Governors Annual and Special Meetings, Executive Committee Meetings, and committee meetings.
• Prepare meeting materials, agendas, presentations, minutes, action items, and follow-up communications.
• Record, draft, and distributeaccuratemeeting minutes andmaintainofficial governance records.
• Assist with governance communications between staff, committees, Board Members, and subsidiaries.
• Support Board elections, voting procedures, resolutions, and governance-related processes.
• Oversee Board compliance initiatives, including annual disclosures, policy acknowledgments, governance deadlines, conflict of interest and related tracking.
• Ensure compliance with Board governance training programs for Board Members and committee leadership.
• Assist with implementation, administration, and ongoing management of Board management and governance software platforms.

• Provide daily administrative and operational support to the COO.
• Assist the COO with strategic initiatives, organizational priorities, operational follow-up, and special projects.
• Coordinate and schedule all Staff and Senior Staff meetings, including agendas,logistics, materials, and follow-up items.
• Serve as a liaison between the COO and internal/external stakeholders to ensuretimelycommunication and project completion.
• Assist with executive correspondence, reports, presentations, and confidential communications.

• Assist with drafting, development, revision, tracking, and organization of contracts, scopes of work, agreements, and operational documents.
• Maintain contract tracking systems, renewal schedules, and organizational compliance records.
• Coordinate document execution andmaintainorganized electronic and physical records.
• Provide administrative support related to disciplinary matters, governance procedures, and organizational compliance as directed by the COO and/or Executive Director of Services.

• Oversee technology and audiovisual coordination for Board Meetings, Annual Meetings, committee meetings, and organizational events.
• Coordinate Zoom meetings, live streaming, presentations, polling software, microphones, projectors, and related meeting technology.
• Assist with planning and execution of meetings, conferences, and organizational events at various locations nationwide.

• Provide staff support for committees and subsidiaries as directed by the COO.
• Assist with cross-departmental coordination and organizational communication initiatives.
• Support operational efficiency initiatives and process improvements across the Association.

• Paralegal…