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Special Assistant to the Executive Director

Job Title:
Special Assistant to the Executive Director
County Name:
CCAP
Special Assistant to the Executive Director

Overview
The Special Assistant to the Executive Director is employed by CCAP to provide administrative support to the Executive Leadership of the association and also works closely with the CCAP officers and Board in coordination of meetings and schedules. The position also supports operational and administrative functions of the association to ensure the smooth day-to-day performance of the office.

The Special Assistant to the Executive Director reports to the Executive Director.

This position is eligible for telework pursuant to CCAP’s telework policy.

General Responsibilities
Executive Assistant:
  • Provides high level administrative support for the Executive Director
  • Maintains strict confidentiality of all sensitive information, meetings, documents, and other materials.
  • Assists with completing routine documentation, data entry, and reporting requirements.
  • Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.
  • Assists in the maintenance of the Executive Director’s calendar and coordinates and schedules meetings, travel and other activities as directed.
  • Maintains the CCAP committee membership and email lists and maintains the NACo committee member listing on the NACo’s website.
  • Maintains and monitors membership of CCAP listservs as assigned.
  • Works with the CCAP President and other county staff to plan and execute the June Board meeting in the President’s home county.
  • Serve as a liaison and assist with logistics and coordinating materials for CCAP Board meetings and prepares Board of Directors minutes for review and approval.
  • Coordinate registration and travel logistics for NACo events for the CCAP president and NACo Board representatives, and other CCAP staff as assigned.
  • Supports logistics for monthly staff meetings
  • Serve as a liaison between the Executive Director and internal/external stakeholders
  • Provides support, as needed, to facilitate meetings, trainings and conferences.
  • Maintains filing systems as assigned.
  • Prepares outgoing mail, copying, collating, and other production functions as needed.
  • Performs additional duties as assigned.

Office Management & Operational Support:
  • Assist with daily office operations and maintain an organized and efficient work environment
  • Assist as needed with vendor relationships, equipment and supply management
  • Support projects involving the office space and physical plant of the association

Qualifications
  • Ability to maintain strict confidentiality and to exercise discretion with regards to sensitive information
  • Excellent verbal and written communication skills.
  • Organizational skills and attention to detail.
  • Time management skills with a proven ability to meet deadlines.
  • Ability to function well in a high-paced and at times stressful environment.
  • High proficiency working with Microsoft Outlook, Word, Excel and Power Point.
  • Working knowledge of technology systems, including virtual meeting platforms.
  • Ability to juggle multiple priorities.
  • Excellent customer service skills.
  • Willingness to take initiative, tackle challenges head-on, troubleshoot problems, and find solutions.

Experience and Education
  • Associates degree or equivalent.
  • Two to five years of experience in an executive assistant and/or office manager capacity is strongly preferred.
  • Work experience and knowledge of government is helpful and preferred, specifically at the County Government level.

An equivalent combination of experience and education will be considered satisfactory for the position.

Working Conditions and Physical Requirements
  • Keeping a work schedule within the standard office hours of the Association.
  • Requires in-person attendance and/or overnight travel for coordination of some external events. The position may require standing or sitting for extended periods of time and the ability to operate computer equipment is essential to the completion of the position's responsibilities.
  • Driving to work related activities may be required and possessing and maintaining a valid driver’s license is required.

FLSA
  • For purposes of the Fair Labor Standards Act this position is a full-time non-exempt position
Posting Date:
Wednesday, October 29, 2025
Expiration Date:
Friday, November 14, 2025
Contact Name:
Dan Arnold