The United States Eventing Association, Inc. (USEA) is currently searching for qualified applicants for the position of Executive Administrative Assistant. This individual would provide administrative support to the Chief Executive Officer (CEO) and the Senior Director of Education. The tasks for this position include supporting the administrative and on-site support for USEA administered educational programs for licensed officials, and eventing coaches. Updating educational program listings and updating the USEA database for the Eventing Coaches Program (ECP) and the Training Program for Eventing Officials (TPEO). This position will also assist the USEA CEO with scheduling, communication, and general administrative support. The staff member will be employed full-time and must be in the vicinity of Leesburg, Virginia.
General duties include:
1. Office of the CEO
- Manage scheduling for CEO including finding best possible times for a majority of Committee members for various groups.
- Prepare materials for meetings of the CEO.
- Answer and respond to phone calls, communicate messages and information to the CEO.
- Monitor email correspondence and respond when necessary.
- Maintain various records and documents for CEO.
- Assist CEO with the task management through use of the Eisenhower Matrix.
- As needed draft minutes for meetings of the USEA Board of Governors, Executive Committee, USEA Foundation Board of Trustees, and any other USEA Committees identified by the CEO.
- Work with USEA Executive Committee elected Secretary in the review and distribution of minutes.
2. Education Department Support
- ECP database management/outreach to assist coaches with updating files.
- Updating ECP certification status in database.
- Create registration forms for all education programs.
- Accept/Process/Record Program Registration Applications, Release forms, create attendance spreadsheets, and clinic/training program recaps, for all education programs.
- Create sign-in sheets and name badges for all education programs.
- Create/submit USEA educational activity forms for all education programs.
- Enter TPEO and CEC clinic dates/panelists/attendance through USEF website.
- Distribute digital materials to TPEO and CEC participants.
- Coordinate website listing of education programs on the Educational Activities and ECP Calendars with Senior Director of Membership and the Media and Communications Manager.
- Reply to general inquiries relating to ECP and TPEO.
- Assist with coordination of demo riders for ECP workshops and the ECP Symposium.
- Distribute digital ECP Workshop material to candidate coaches and Workshop host.
- Distribute ECP Assessment written exams to readers, compile results, and record in coach, and assessment files.
- Distribute Assessment materials to candidates at conclusion of assessment - to include teaching skills sheets, hands-on, and written examinations.
- Create/digitally distribute ECP certificates after conclusion of assessment.
- Work with IT Department to ship A/V equipment to offsite educational activities.
- Assist with coordination of logistics relating to all education programs to include: ECP Symposium, Workshops, Officials Training Programs and Continuing Education Clinics (TPEO/CEC), and tent rental, table and chair rental, table linens, generators, A/V needs, porta potties, golf cart rental, food trucks, food/snacks/beverages, etc.
- Attend ECP Symposium in the role of registration & hospitality.
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift to 15 pounds at times.
- Must be able to participate in video conferences.
- Must be willing to travel.
This is a full-time position eligible for health, 401k, and other benefits. For more details and to apply, please refer here.
