Executive Assistant

Overview

The National Association of Medicaid Directors (NAMD) is seeking an Executive Assistant (EA) to serve as a key member of a small, mission-driven, and highly collaborative team. This role provides high-level administrative and operational support to the organization’s Leadership Team, while also serving as a central coordination point for Board-related activities and organizational operations.

The EA reports to the Senior Manager of Finance & Operations and plays a critical role in ensuring efficiency, organization, and effectiveness of NAMD’s day-to-day functions. In addition, this position provides dedicated scheduling and calendar support to the Executive Director through a close, collaborative working relationship.

About the National Association of Medicaid Directors (NAMD):

NAMD is a nonpartisan, nonprofit, professional association representing leaders of state Medicaid agencies and Children’s Health Insurance Programs (CHIP) across the country. Members from the 56 states and territories drive major innovations in health care while overseeing Medicaid and CHIP, two of the nation’s most vital health care programs serving millions of beneficiaries.

Position Description

The Executive Assistant provides direct administrative support to the Executive Director and serves as the primary liaison to the Board of Directors. This role requires strong organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Principal Responsibilities

Assistant to the Executive Director and Leadership Team

• Manage the Executive Director’s calendar, including scheduling meetings, interviews, and key engagements.
• Support the NAMD Leadership Team with scheduling for internal and external meetings and events.
• Draft, edit, and format correspondence, reports, and presentations for the Executive Director and Leadership Team.
• Process and track expenses, reimbursements, and credit card reconciliations in coordination with Finance & Operations.
• Support onboarding and offboarding outreach to NAMD members.
• Build and maintain strong, professional relationships with members, their executive assistants, and external partners.

Office Management & Administrative Support

• Coordinate internal staff meetings, retreats, and organizational events.
• Support planning and execution of NAMD meetings and convenings, including the Fall Conference & Annual Member Meeting.
• Prepare and assemble meeting materials and event documentation.
• Assist with maintenance of constituent records in NAMD’s CRM (HubSpot).
• Oversee day-to-day office needs, including supplies, coordination of in-office activities, and general upkeep.
• Serve as the primary point of contact for NAMD’s travel platform (AmTrav).
• Demonstrate flexibility and professionalism while managing competing priorities and deadlines.

Liaison to the NAMD Board of Directors

• Serve as the primary staff liaison to the Board of Directors.
• Schedule and support virtual meetings for the Board and its committees as well as coordinating logistics for in-person Board meetings and retreats.
• Prepare, review, and distribute Board materials, including agendas and briefing packets.
• Record and maintain official Board meeting minutes and governance documentation.
• Coordinate and provide administrative support to annual Board processes including elections and self-assessment survey.

Minimum Qualifications

• Candidates must possess 5+ years of demonstrated experience supporting senior leaders and executives in an office environment.
• Strong organizational skills and extreme attention to detail.
• Strong CRM knowledge and experience. Experience using HubSpot is a plus!
• High proficiency and experience with Microsoft Office Suite and virtual meeting platforms (Zoom, Teams).
• Ability to work in a cooperative, fast-paced, and team-oriented environment.
• Exceptional written and verbal communication skills, including the ability to convey complex ideas clearly, concisely, and in unbiassed, accessible manner.
• Ability to work in a non-partisan national membership association and to respect the diverse viewpoints of all 50 states, D.C. and the U.S. territories. Experience working with a diverse array of state and territory government leaders a plus.
• Ability to manage multiple competing tasks and self-direct workflow.
• Excellent interpersonal skills with a practical, solutions-oriented, and service-driven approach.
• Proven ability to handle highly confidential and sensitive information.
• Lived experience with the Medicaid program is greatly valued by NAMD.

The starting base salary for this position is $85,000 - $95,000. NAMD offers a comprehensive, competitive benefits package designed to support the needs of NAMD employees, including:

• Retirement with employer match and discretionary contribution
• Medical, dental and vision insurance
• Life insurance, short-term disability, and long-term disability insurance
• Monthly cellular reimbursement
• Annual stipend for professional development
• Generous vacation and leave policy
• Flexible Telework policy with 2 days in office/3 days remote per week