The Executive Assistant to the President & CEO and Board Liaison provides high-level executive support directly to the President & CEO while serving as the organization’s primary coordinator for Board of Directors and Foundation governance and liaison activities. This role is the central point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO. The position demands exceptional project ownership, proactive follow-through, and the ability to independently manage complex, concurrent workstreams—including board meeting logistics, nominations processes, stakeholder touchpoints, partnership outreach, and community-building initiatives.

Duties and Responsibilities

I. President & CEO Support

• Serve as the primary interface between the President & CEO and all internal and external

stakeholders; assess, manage, and execute on myriad demands for the CEO’s time including speaking

engagements, media requests, testimony, and written correspondence.

• Coordinate and optimize the President & CEO’s calendar, including processing frequent domestic

and

international travel arrangements and managing numerous last-minute scheduling adjustments.

• Conduct daily check-ins with the CEO, including inbox review, to-do list management via Asana,

and weekly calendar reviews every Wednesday.

• Manage the CEO’s stakeholder engagement cadence: maintain a running tracker of 36 Zoom calls and

12–15 in-person visits per year, ensuring targets are met.

• Prepare and edit reports, presentations, and written correspondence on behalf of the President &

CEO.

• Compile and analyze data for special projects and maintain organized case files on key

organizational initiatives (e.g., DASI, Branding, Census/Economic Impact, The Show).

• Prepare budgets for the Executive Office, Board of Directors, and other functional lines under

Executive Office administration; ensure expenses are properly recorded and reports submitted

accurately and on time.

• Identify and develop reusable templates for recurring communications, documents, and processes

to improve operational efficiency year over year.

• Occasionally act as personal assistant in addition to customary Executive Assistant

responsibilities.

Staff Engagement & Internal Culture

• Collaborate with the CEO and designated staff leads to develop agendas for all-staff meetings,

including department spotlight segments.

• Draft and distribute pre-federal holiday communications on behalf of the CEO.

• Coordinate CEO one-on-one touchpoints with staff across all reporting lines, including

scheduling annual lunches, coffees, or walking meetings; arrange for Senior Team 1:1s to

periodically occur outside the office.

III. Partnership Outreach & Member Relations

• Manage scheduling and follow-up for CEO partnership outreach with external organizations (e.g., SNAC, Specialty Coffee Association, MSU, CAMA), coordinating with internal staff as needed.

• Identify opportunities for member recognition and relationship-building, including congratulatory notes, thank-you notes, and milestone acknowledgments on behalf of the CEO and NAMA.

• Develop and maintain standards for gifts sent from the CEO versus those sent on behalf of NAMA.

IV. Board of Directors – Governance & Logistics

• Lead the end-to-end board meeting preparation process: collaborate with executive and events staff on site selection, event timelines, agendas, printed materials (agenda, minutes, financials), programs, AV, and all onsite logistics.

• Develop and maintain a comprehensive checklist and timeline of materials required for each board meeting, including scheduling a walk-through meeting with the senior team in advance.

• Collect, process, and distribute notes from each board meeting (distinct from formal minutes).

• Maintain up-to-date administrative materials including Directors List (position, name, company, location, email, and term), bylaws, past agendas and minutes, committee rosters, and roll call lists.

• Manage the Board portal: update dashboard, meeting dates, and upload meeting materials.

• Assist Board members with registration for all NAMA events (Retreat, Show, Fly-In, CTW).

• Manage the CEO’s board member touchpoint cadence: Monthly CEO Updates, quarterly check-ins (pre-Retreat, post-Show, August, and pre-November), and post-meeting communications to the Board Chair with releva