Executive Assistant

THE OPPORTUNITY

The Executive Assistant will plan, direct, and coordinate a broad range of administrative and operational activities in support of the office of the Executive Director (ED), providing assistance to the ED across a wide range of duties. This position maintains an impeccable sense of discretion and confidentiality, taking great care in the representation of the ED and ED Office. The Executive Assistant will be a member of the ED Office team, reporting to the Senior Liaison, and provide support to the Executive Director that affects organizational outcomes.

Specific responsibilities include:

Scheduling, Calendar, Correspondence, and Inbox Management

• Develop, coordinate, and protect the Executive Director’s schedule and calendar, planning several weeks ahead and ensuring adequate time for key priorities. Schedule and maintain internal and external meetings. Develop and ensure prep materials, including presentations, reports, analyses, etc., are available well in advance of meetings, engagements, and events on the Executive Director’s calendar. Resolve conflicting time priorities on an ongoing basis.
• Make travel and accommodation arrangements for the Executive Director, and others upon request, and be available for support through the unexpected; submit accurate and timely expense reports, travel-related and otherwise.
• Organize and maintain a system for the Executive Director’s correspondence, predominantly email, with some telephone and mail, at specific intervals each day. Screen and direct phone calls and distribute correspondence. Proactively and upon request draft correspondence, e.g., thank-you notes to participants, and track follow-up correspondence. Coordinate correspondence and track responses through print and electronic means in tandem with NCTE’s plans and NCTE Communications team. Monitor follow-up on an ongoing basis.
• Find ways to increase efficiency and proactively propose effective time use.
• Create and/or proofread materials for internal and external communication (e.g., memos, emails, presentations, reports).
• Manage the flow of information for the Executive Director (from staff as well as members and external partners) in a timely, organized, and accurate manner.

Meeting and Event Support

• Travel to and support meetings and events upon request.
• Schedule, organize, and manage small meetings and events, in-person or online, both internal and external to the organization. This includes producing error free correspondence for speakers, working with vendors in the coordination of meeting space, arranging catering, and coordinating attendee travel plans.
• Take minutes and/or notes during meetings when needed.
• Act as a point of contact and positive representative of ED and ED Office for in-person and online events among the management team, board, staff, members, vendors, and other external partners.

Special Assignments/Projects

• Extend the Executive Director’s bandwidth by providing support with external partners, including the publishing community, donors, policymakers, and media. This includes organizing and executing projects and/or liaising with internal departments for smooth execution and flawless delivery for the Executive Director and other essential partners.
• Collaborate across the organization (with staff and members) to execute programs or projects assigned to this role. This work will be completed in partnership with the Volunteer Engagement and Governance Coordinator, communications staff, and various staff and member leaders…
• Assist in executing philanthropy activities and building NCTE’s individual donor base. This will include planning with the Executive Director and Director of Development/development staff, supporting special events that involve donors, and supporting donor correspondence.

General Administrative Support

• Document, improve upon, and ultimately manage processes to improve efficiency (e.g., using a project tracking tool such as Smartsheet).
• Perform office duties that include ordering supplies and managing a records database.
• Provide other general administrative support as needed.

The Executive Assistant will encompass the following qualifications:

• Bachelor’s degree; 5 years progressive experience in a similar executive assistant role, preferably in a remote workforce setting.
• Event experience and working within the field of education preferred.
• Passion for the work of NCTE and commitment to supporting executive leadership.
• Prior experience handling confidential and sensitive information and issues with a high level of professionalism.
• Strong organizational and planning skills; great attention to detail. Strong written and verbal communication skills.
• Ability to work outside of regular business hours including weekends and evenings as required.
• Strong problem-solving skills with an ability to proactively find working solutions to unique and unforeseen challenges.
• A willingness to take ownership and responsibility of multiple tasks without sacrificing accuracy.
• Excellent time management skills, adherence to deadlines, and follow-through.
• Extensive knowledge of MS Office and familiarity with databases; ability to learn new software programs.
• Experience in envisioning and defining new systems of executive support.
• Willingness to travel; travel could be as often as five times per year but could vary on an annual basis.

COMPENSATION & BENEFITS

NCTE is prepared to offer a salary commensurate with experience. NCTE is a remote organization and offers a wide range of employee benefits, including medical, dental, vision, supplemental life, short- and long-term disability, retirement savings match, and a generous PTO and holiday schedule.

NCTE is proud to be an equal opportunity workplace and is an affirmative action employer. We strongly encourage diversity in our environment. 

To apply, send your resume to: careers@ncte.org

Manager of Sponsorship and Events

THE OPPORTUNITY

The Manager of Sponsorships and Events will be a member of the team that grows revenue and executes NCTE’s national, local, and online events. NCTE events create inspiring and memorable learning opportunities for literacy educators, and this position will advance them. This opportunity is perfect for a meeting planner who thrives in building and executing plans with a small, efficient team of colleagues. This person will contribute to various aspects of NCTE’s meetings with a focus on sponsorship, including the Annual Convention (with over 7,000 attendees), the Conference on College Composition and Communication Annual Convention, NCTE partner conferences and four to five affiliated meetings that take place throughout the year. This position will also execute online events and do so in a way that builds exceptional event experiences and drives continuous enhancement in NCTE’s digital offerings.

SPECIFIC RESPONSIBILITIES INCLUDE: 

TRADESHOW AND SPONSORSHIP RESPONSIBILITIES

The Manager of Sponsorships and Events oversees the successful planning and execution of exhibits and sponsorship across all NCTE Events creating high-quality exhibitor and attendee experiences.  This role works closely with NCTE’s sales team, internal stakeholders and contractors to ensure flawless execution of all aspects of NCTE sponsorship program. Duties include:

• Managing sponsorship and exhibits revenue, helping to secure opportunities, tracking and reporting on budgets, reconciling sales reporting, and coordinating fulfillment to ensure sponsor satisfaction.
• Managing the General Services Contractor, exhibit hall floor plans, develop exhibitor service manuals and rules, and oversee the creation of onsite signage and structures.
• Working with the sales team to create the exhibit and sponsorship prospectus, bringing new ideas that deliver revenue through high value exposure opportunities.
• Fostering relationships with exhibitors and sponsors as their main point of contact creating and executing comprehensive communication plans, ROI reporting, and feedback loops through surveys and post conference debriefs.

SPONSORSHIP & ADVERTISING FULFILLMENT RESPONSIBILITIES

As part of building strong relationships with NCTE’s sponsors, this role is responsible for the execution and fulfillment of ads sold for the NCTE website, journals programs and emails.  Duties include:

• Coordinating the creation of the advertising prospectus with NCTE’s sales team, including proposing potential opportunities and packages to attract sponsors.
• Working with NCTE’s journals, marketing department, and convention program manager to ensure proper placement and execution of ads sold.
• Maintaining tracking of ad sizing, deadlines, placement, and results through circulation/click rates.

EVENT PLANNING RESPONSIBILITIES

This role will work closely with the events team on the planning and execution of NCTE events to continuously exceed attendee expectations. Duties include:

• Partnering with colleagues to execute logistical aspects including exhibitor registration, exhibitor housing blocks, speaker support, updating exhibitor floor plans and print materials, and more.
• Working with the Director of Events on sourcing and vendor selection, food and beverage orders, audio visual requirements, room sets, budgets event promotion and event work plans.
• Managing coordination of show freight and vendor shipping and coordinate all sponsored events onsite.

ONLINE PROFESSIONAL LEARNING EVENTS

The Manager of Sponsorship and Events will serve as the primary producer of online events, coordinating with internal and external stakeholders to ensure flawless execution. Duties include:

• Creating event standards and implementing new ideas/protocols that consistently build on a premium attendee experience.
• Collaborating interdepartmentally and with speakers and sponsors to coordinate all stages of preparation through execution for online events.
• Ensuring adherence to event policies to uphold quality experiences.

 ADDITIONAL EXPECTATIONS

• Ability to help develop new events and concepts for members of NCTE’s community to engage with each other
• Ability to work outside of traditional work hours to support project deliverables and database activities. To ensure work-life balance, NCTE encourages use of its flextime policy.
• Interest in supporting other duties as assigned

 The Manager of Sponsorship and Events will encompass the following qualifications:

•  5 years’ experience in event planning and exposition planning
• CMP and CEM (earned or in progress) desirable
• Proficient computer skills in MS Office
• Experience using tradeshow management software
• Experience in virtual meeting platforms
• Bachelor’s degree from an accredited college/university
• Experience with Association Management Software platforms
• Excellent, precise communication skills, both verbal and written
• Self-reliance, good problem-solving skills, results-oriented approach
• Ability to meet deadlines without sacrificing quality
• Ability to thrive in an entrepreneurial environment
• Superior organization skills and ability to work under extreme pressure
• Strong project management and vendor management skills
• Awareness of current and emerging industry trends and demonstrated application of best practices in meetings and events planning, management, and logistics
• Ability to anticipate issues and proactively propose solutions
• Willingness to travel for shows and site visits (5–8 times per year)

COMPENSATION & BENEFITS

NCTE is prepared to offer a salary commensurate with experience. NCTE is a remote organization and offers a wide range of employee benefits, including medical, dental, vision, supplemental life, short- and long-term disability, retirement savings match, and a generous PTO and holiday schedule.

NCTE is proud to be an equal opportunity workplace and is an affirmative action employer. We strongly encourage diversity in our environment. 

To apply, send your resume to: careers@ncte.org