The Executive Assistant will serve as a direct representative of the Chief Executive Officer, as well as the initial point of contact between the ICVA volunteers and the Chief Executive Officer. This position is responsible for coordinating Board activities, including communications, coordination with the ICVA meeting planner in preparation for in-person meetings, drafting meeting minutes, onsite meeting management, and assistance in agenda development. The Executive Assistant also provides administrative support to the Chief Executive Officer. This includes ongoing assistance in scheduling meetings with volunteers, stakeholders, and individuals requesting a post examination explanation in relation to their individual score report. 

Qualifications, Experiences and Skills: 

• Bachelor’s Degree and 3 or more years’ experience in working with non-profit organizations.
• Experience working directly as an administrator to the Chief Executive Officer preferred.
• Experience working with senior leadership and Board members.
• Knowledge of the higher education and/or assessment sector and issues.
• Experience working in assessment or membership databases, online scheduling resources, and all Microsoft programs.
• Prioritize multiple deadlines in a timely and efficient manner. Well organized, detail oriented and highly professional.
• Ability to manage an administrative team.

Essential Functions and Responsibilities: 

• Serve as an essential resource and point of contact for the Chief Executive Officer among external and internal stakeholders, including but not limited to ICVA Board of Directors, volunteers, and meeting attendees. Develop and maintain internal and external working relationships to support the Chief Executive Officer’s agenda and priorities. Use a high degree of judgement and independent decision-making in responding to all requests.
• In coordination with the Board of Directors and committee members, prepare meeting and teleconference agendas, and coordinate preparation and distribution of Board documents. Prepare and distribute Board meeting minutes. Maintain official Board records and files. Follow up as needed on action items or special projects emanating from any and all Board or committee meetings.
• In coordination with ICVA’s meeting planner, determine Board meeting site logistical requirements. During Board meetings, provide on-site logistical support for all meeting requirements and coordinate with ICVA meeting planner regarding lodging, and other service providers including the supervising of on-site hotel and catering staff, as needed. Use clear communication in preparation for all meetings and request all meeting necessities prior to any and all events.
• Organize and coordinate the Chief Executive Officer and Executive Committee’s schedules as well as other Board-related activities while attending all Board meetings. Balance the organization’s best interests with the personal demands of all individuals involved.
• Following the board approved plan, prepare the orientation program/meeting for all incoming Board of Director members including scheduling the time and logistics while ensuring materials are integrated into a cohesive presentation.
• Prepare routine correspondences on behalf of the Chief Executive Officer for signature, requiring editing and proofreading of all materials requiring a signature. Handle all filing and organization of documents for the Chief Executive Officer.
• Read and analyze reports and/or other documents to determine significance and plan appropriate distribution.
• Prepare and process the CEO’s ICVA business travel expense reports. Process other expense reports from members of the Board for their official travel as requested. Also prepare or process invoices, check requests or purchase orders for the CEO.
• Provide support for all external and internal meetings by suggesting agenda items for discussion, making arrangements for meetings, preparing agendas and supporting materials. This may include recording, typing, and distributing meeting minutes in a timely manner.
• Establish ICVA strategic plan record keeping for the organization, including background information about key priorities and initiatives, areas of funding, updated and valid links to ICVA’s strategic priorities and major areas of work. Schedule visits/calls for the Chief Executive Officer and other staff as needed. Prepare background materials for said visits/calls. Ensure professional interactions between the organization and all parties.
• Understand and be adept at incorporating new or existing technologies.
• Keep abreast of current developments and best practices in all program and product development and delivery, while maintaining the capability of translating ideas into actionable activities.
• Ability to travel out of the area and overnight may be expected throughout the year.
• Perform other duties as assigned.

Key Attributes, Skills and Competencies:

• Presence: Candidate will regularly interact with senior executives from stakeholder institutions and organizations, senior leaders of other higher education associations and organizations, and other partners, and other stakeholders and must feel comfortable representing the Chief Executive Officer as well as the entire organization.
• Strategic: Candidate must be able to seek out and piece together fragments of information, recognizing patterns and drawing conclusions based on sometimes incomplete information, and take appropriate action to meet the Chief Executive Officer’s objectives and needs. Organize and prioritize complex workloads and effectively manage multiple projects at various stages of their implementation with attention to detail and deadlines.  
• Analytical: Candidate must be comfortable with a variety of research techniques needed to complete assignments. Strong analytical, problem solving and critical thinking skills.
• Strong Communicator: Candidate will prepare a wide variety of materials for internal and external audiences, and such communications must be clear, concise and compelling. Develops and produces quality written work that is appropriate, thorough and accurate. Effective verbal communication and agile facilitator.
• Consultative: Candidate must feel comfortable listening and reaching out to others before making recommendations for association action, strategies, or priorities.
• Self-starter: Have the discipline to fulfill commitments to staff, board members, and other stakeholders. Exhibits strong leadership skills and a high aptitude as a team contributor and mentor. Attends to how new approaches, policies, and guidelines integrate and align with current practices. Has experience communicating, coordinating and collaborating with volunteers.
• Professionalism: good judgment; ability to interact with all levels of staff, volunteers, and vendors; appropriate demeanor and appearance; confidence. Retains focus and optimism even in times of ambiguity or when facing potential roadblocks. Views change as an opportunity to produce better results. Thinks proactively and creatively. Excellent customer service mentality and delivery; strong interpersonal skills.; resourceful.
• Team Player: Candidate must possess a team spirit, approach relationships with a win-win perspective and be accountable for their interactions in a collaborative work environment. Candidate must also be prepared to assist coworkers in projects not originally assigned to them. Must excel in a team oriented environment. collaborative, supportive, and "can-do" attitude is crucial to success. This person must have integrity and credibility with leaders, volunteers, stakeholders, and staff.

Expected Hours of Work: This is a full-time regular position. Days and hours of work are Monday through Friday 8:30 am CST – 4:30 pm CST. There may be occasional evening and weekend work as job duties or projects require. 

Work Environment: This position works remotely, preferably in the Chicagoland area, or in a professional office environment. This position routinely uses standard office equipment such as computers, phones, and copiers.

About International Council for Veterinary Assessment

OVERVIEW The International Council for Veterinary Assessment (ICVA) is a world leader in veterinary assessments. Our tests, including the North American Veterinary Licensing Examination (NAVLE), are administered in over 60 countries. At ICVA we collaborate with stakeholders* in academia, licensing boards and practicing veterinarians to ensure our tools can effectively assess the knowledge and skills required for veterinary practice. Our passion for developing high-quality products strengthens our commitment to providing world-class examinations and other assessment tools to protect the public, and animal health and welfare. VISION The world leader in veterinary assessments. MISSION Provide world-class examinations and other assessment tools to protect the public, and animal health and welfare. Provide leadership and facilitate collaboration throughout veterinary medicine. COMMITMENT TO DIVERSITY AND INCLUSION ICVA encourages its staff, volunteers, stakeholders, and directors to view, evaluate, and treat all persons in any professional activity or circumstance in which they may be involved, solely as individuals on the basis of their own personal abilities, qualif...ications, and other relevant characteristics. ICVA confronts and addresses all forms of prejudice and discrimination by its staff, volunteers, stakeholders, and directors that have led to misunderstanding, hostility and injustice in the work of the ICVA. These include, but are not limited to, those based on race, ethnicity, gender, disability, sexual orientation, gender identity, parental status, religious beliefs, military or veteran status, political beliefs, geographic, socioeconomic, and educational background and any other characteristic protected under applicable federal, state, provincial or territorial law. *ICVA works with the National Board of Medical Examiners (NBME) to score the exam and create and distribute the score report.

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