Provides administrative support to the President & CEO and Board of Directors. Serves as staff liaison to the nominations committee and as project manager for board nominations and elections processes.
RESPONSIBILITIES AND AUTHORITY
Assist the President & CEO with administrative tasks including: calendars, scheduling, correspondence, travel, memberships, purchase orders, expenses, subscriptions, memberships, filing, and more.
Act as assistant & staff liaison to the SEMA board and executive committee members by coordinating board meetings, agendas, calendars, travel, logistics, collecting board reports and organizing into briefing books to ship to board members, conducting board voting, complete orientations for new board members, and assist board members with expenses.
Maintain official records of SEMA Board Meeting Minutes (current and archived) and all related data. Maintain the Minutes Index document to assist in keyword search for important topics and board initiatives.
Keep a record of the current SEMA Bylaws. Maintain a record of board approval and legal memos pertaining to the amendments. Update the index on bylaws amendments as needed.
Assist the President and Board Chairman at the SEMA Show by creating detailed schedules, coordinating transportation to and from engagements, coordinate preparation of annual SEMA Board Reception at the show along with sending invitations to board and SEMA staff, and accompany President to various events, interviews and speaking engagements while keeping President informed of other upcoming tasks.
Assist DC staff and meeting planner with preparations for the D.C. Rally held every other year.
Maintain the document that lists the board “Committees and Task Forces.” Collaborate periodically with various staff liaisons to obtain updated committee and task force rosters.
Act as Project Manager for the board nomination and election process by managing timelines for annual board nominations and elections, coordinating execution of board elections with current service provider, taking meeting minutes during nominating committee meetings, coordinating those meetings, reviewing and recommending improvements to the process, and coordinating communications of these events through SEMA Marketing, PR and SEMA News.
Ensure enough office supplies are in stock for the president’s specific needs, board book-making needs, board meeting needs, new board orientation binders, etc.
Create the minutes for the Annual General Membership meeting that’s held once a year. Have the board secretary approve and sign the minutes and retain an official record in the files
Other duties as assigned based on department and company needs.
Reports primarily to the President & CEO.
Interfaces with SEMA Board of Directors, Nominating Committee members, Association members, and all levels of staff.
Works collaboratively with other SEMA administrators and staff.
Strong oral and written communication skills with proven organizational skills.
Must have experience and high skill level at writing meeting minutes.
Ability to maintain confidentiality and present a professional appearance and attitude.
Strong interpersonal skills and proven ability to work seamlessly with a variety of personalities and functional disciplines. Ability to build relationships with cross-functional colleagues.
Proven ability to multitask, switch between projects, track, prioritize, and drive multiple concurrent projects to success.
Knowledge and experience with contract review, electronic document filing and storage best practices.
PMP Certification and or knowledge of Project management, including project planning and set up / use of web-based project management and collaboration tools such as Basecamp is a plus.
Preparation of meeting minutes and ability to take meeting notes via fast notes/shorthand.
Knowledge of computer systems and software, including Microsoft Office tools such as PowerPoint, Microsoft Word and Excel.
Must be proficient in MS Word, Excel, PowerPoint, Outlook and Basecamp.
Ability to travel, as required, and work the necessary hours to carry out assigned responsibilities.
Knowledge of Great Plains PO system would be helpful.
A love for cars, trucks and SUVs is the motivating force behind the Specialty Equipment Market Association (SEMA). This trade association consists of a diverse group of manufacturers, distributors, retailers, publishing companies, auto restorers, street-rod builders, restylers, car clubs, race teams and more. Our organization performs many services for its members and for the hobby as a whole. Perhaps most importantly, SEMA works hard to protect consumers’ rights to drive accessorized, customized and vintage vehicles. Every year, SEMA also presents an enormous trade show in Las Vegas. This is where manufacturers unveil their latest offerings, while buyers, distributors and members of the press walk their feet off to see it all. Visit SEMAShow.com for more information.