Vistage Executive Assistant

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: TYPE OF WORK

Full Time

: SALARY

$1000

: HOURS PER WEEK

40

: DATE UPDATED

Aug 28, 2026

JOB OVERVIEW

VISTAGE CHAIR EXECUTIVE ASSISTANT
New Mexico Region

POSITION OVERVIEW

We are seeking an exceptional Executive Assistant to support the leadership and operations of Vistage Chair group(s) in New Mexico. This is a key operational role that directly impacts the success of peer advisory groups, member satisfaction, and practice growth. The EA will serve as the organizational backbone, managing calendars, coordinating meetings, supporting member engagement, and driving prospecting efforts.

CORE RESPONSIBILITIES

Calendar & Meeting Management
Confirm all group meeting dates, times, and locations each month
Schedule and maintain one-to-one coaching sessions (minimum 2 hours per member)
Block Chair focus time for agenda preparation and member follow-up
Manage Vistage HQ and regional meeting calendars

Member Engagement & One-to-Ones
Coordinate one-to-one sessions between Chair and members
Prepare pre-read materials (notes, commitments, KPIs) for each session
Capture, organize, and file session notes
Maintain member issues pipeline for group meeting agendas

Group Meeting Operations
Confirm and coordinate venues, room layouts, AV, meals, and access logistics
Manage speaker coordination, topic finalization, and materials preparation
Build time-boxed agendas and prepare digital/printed meeting packets
Send confirmations and logistical details to members 7-10 days prior

Member Communications & Administrative Support
Send monthly touch communications to each member
Track attendance and engagement; identify and flag at-risk members
Maintain accurate and current member records and company information
Update CRM/tracking systems with member commitments and outcomes

Prospecting & Pipeline Development (20% of time)
Maintain and stage prospect pipeline with clear tracking
Schedule Chair-prospect meetings and group sit-in invitations
Prepare background research and context for Chair prospect meetings
Track prospecting conversions, declines, and follow-up dates

Financial & Practice Health Oversight
Reconcile meeting expenses and prepare reimbursement documentation
Monitor member billing and payment status
Maintain monthly scorecard: member count, attendance %, one-to-ones completed, prospecting metrics

REQUIRED QUALIFICATIONS

3+ years of executive or administrative assistant experience
Demonstrated ability to manage multiple calendars and stakeholder schedules
Proficiency with calendar management, CRM, and productivity tools
Strong organizational skills and attention to detail
Excellent written and verbal communication
Ability to manage confidential information with discretion
Proactive problem-solving and self-directed work style
Comfort with CRM systems and data entry

PREFERRED QUALIFICATIONS

Experience supporting C-suite or board-level executives
Familiarity with peer advisory groups, CEO peer networks, or membership organizations
Knowledge of Vistage or similar executive coaching/peer advisory models
Experience with meeting coordination, event management, or prospecting workflows
Demonstrated ability to support business development and pipeline management
Proficiency in Excel, Google Workspace, or similar productivity suites

CORE COMPETENCIES

Organization & Time Management: Ability to juggle multiple priorities and deadlines
Communication: Clear, professional, and responsive in all interactions
Relationship Building: Natural ability to build rapport and maintain relationships
Discretion & Confidentiality: Trusted steward of sensitive business information
Initiative: Anticipates needs and takes action without being asked
Adaptability: Flexible and calm under changing circumstances

WHAT WE OFFER

Competitive compensation and benefits package
Structured 30-day onboarding program with clear expectations
Opportunity to directly impact the success of peer advisory groups and member outcomes
Professional development and training aligned with role growth
Supportive, collaborative work environment
Clear advancement and career development pathways

SKILL REQUIREMENT

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Vistage Executive Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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