The ideal candidate for this position will excel if they can provide comprehensive executive and administrative support to the IAFC CEO/Executive Director (CEO) and the Board of Directors (Board), managing the executive and administrative support operations for the IAFC. On behalf and through the CEO, the EA will be directly responsible for communicating direction and delegating assignments, monitoring initiative progress, and ensuring benchmarks and timelines are met, and facilitating continuous communications with the Chief Operations Officer/Assistant Executive Director, Chief Programs Officer/Assistant Executive Director, and other IAFC Directors and staff.

This position requires comprehensive knowledge of non-profit association operations and the ability to anticipate needs, think critically, act independently, and offer solutions to problems with a high level of professionalism and confidentiality while following policy and procedures. The EA must be a trusted, experienced professional who is accomplished at managing significant, simultaneous, mission-critical services in support of the CEO. The EA must possess demonstrated expert planning skills, impeccable attention to detail, superior work ethic, unquestionable integrity, and thorough execution of high-quality work on deadline.

Responsibilities

• Provide executive administrative support, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Perform data entry tasks with accuracy and efficiency to maintain up-to-date records.
• Utilize DocuSign for document management and electronic signatures.
• Assist in event planning and execution for corporate functions and meetings.
• Transcribe meeting notes and prepare reports as needed.
• Manage front desk operations, greeting visitors and handling inquiries professionally.
• Maintain organized filing systems for easy retrieval of documents.
• Support financial tasks for basic bookkeeping functions.
• Collaborate with team members to ensure effective communication and project completion.

Job Descriptions:

• Overall: Complete a broad variety of IAFC professional and administrative assignments on behalf of the CEO and the Board by independently organizing and managing CEO and Board workload demands to include setting meetings, managing communications (written, e-mail and phone) and calendars, prioritizing inquiries and requests, troubleshooting issues and taking necessary action, and assigning work to others to ensure efficient and effective executive operations.
• Communications: Serve as the primary point of contact for the CEO, including contacts of a highly confidential or critical nature. Act as a communication facilitator between the CEO, the Board members and staff, to communicate CEO’s requests or directives. Facilitate continuous communication with the Chief Operations Officer/Assistant Executive Director, Chief Programs Officer/Assistant Executive Director and other Directors, meeting regularly with them to coordinate the EA’s needs for IAFC Board agenda items and reports. Create, compile, and produce visual presentations and talking points for the CEO and Board. Compose and organize written correspondence and maintain contact lists for the CEO and Board in concert with relevant staff (IT, Salesforce). Coordinate the CEO’s outreach activities and responses to incoming communication from association members, government officials, and others. Follow up on contacts made by the CEO to cultivate ongoing relationships. Management of general mail processing (incoming and outgoing) and shipping and receiving of packages and materials.
• Travel: Travel to perform work off-site at IAFC meetings and events, from time to time, at locations generally within the continental United States that may occur over a weekend. Travel is generally expected to be approximately quarterly and will typically service Board meetings. Manage CEO and Board travel on behalf of IAFC. Review and submit expenses and credit card needs, and reports.
• Scheduling: Coordinate the CEO’s and Executive Operations meetings to assist with other staff meetings and events as needed. Keep the CEO well informed of upcoming commitments and obligations, following up appropriately, and exercising an astute awareness and ability to recognize and sort priorities and critical issues. Prioritize and determine an appropriate course of action and response or referral by exercising judgment that reflects the CEO’s direction. Have a sense for priorities and issues, keeping the CEO updated and informed, and anticipating the CEO’s needs in advance of meetings, conferences, etc.

Specific Board Responsibilities: Support and logistics for board operations, meetings, and events to include oversight and management of the Board’s master calendar; scheduling Board meetings and drafting agendas; compiling, developing, and distributing the Board’s agenda and accompanying materials; and taking, transcribing, and maintaining meeting minutes. For Board travel, the DEO is responsible for developing, disseminating, and collating travel orders in conjunction with the CEO. Support of the IAFC Board, Sections, and Committees, and international business. Manage all communications that go out under the President’s signature. Act as a conduit for communications between IAFC staff and the Board.

Skills

• Proficient in data entry with a high level of accuracy.
• Familiarity with DocuSign and other digital document management tools.
• Strong clerical skills with attention to detail in all tasks.
• Experience in event planning and coordination.
• Excellent organizational skills to manage multiple priorities effectively.
• Ability to provide executive administrative support with professionalism and discretion.
• Competence in transcribing notes and preparing documentation efficiently.
• Front desk experience is a plus, showcasing strong interpersonal skills.
• Excellent writing, communications, and organizational skills. Capable of managing a myriad of complex projects/issues simultaneously. Exceptional organizational skills and impeccable attention to detail. Must be resourceful, an excellent listener, tactful, time efficient, and capable of adhering to tight schedules.
• Must have comprehensive knowledge of office methods, practices, procedures, systems and equipment. Expert proficiency with Microsoft Office suite and Zoom video conferencing software; strong technical proficiency and skills using RMS/CRM software such as Salesforce; creating, organizing, and maintaining electronic filing systems such as Microsoft SharePoint to store, organize, share, and access information; managing electronic document and signature systems such as DocuSign; and designing and editing graphic presentations such as Microsoft PowerPoint and Power BI.
• Ability to multitask and complete a high volume of tasks and projects with little or no guidance. Ability to react with appropriate level of urgency to situations and events that require quick response and/or turnaround and complete a high volume of tasks and projects with little or no guidance. Excellent judgment is essential, as it the ability to maintain a high level of integrity and discretion in handling confidential information. Be resourceful problem solver who is an excellent listener, tactful, and comfortable switching gears at a moment’s notice.

This position is based in McLean, VA, at IAFC Headquarters. This position is required to perform work on-site at IAFC Headquarters, Monday through Friday, and will require work outside of regular office hours based on the needs of the organization for Board meetings and major conferences. On Fridays, the EA can plan to telecommute unless organizational needs require in-person presence once the 6 months probation period is complete.

Compensatory time is awarded, per IAFC policy guidelines, for exempt employees on travel and for required work on Saturdays, Sundays, and/or IAFC holidays.

We encourage candidates who are eager to contribute positively to our team while developing their professional skills in a dynamic environment to apply for this exciting opportunity as an Executive Assistant.