Administrative Assistant, Regional Markets

Administrative Assistant, Regional Markets

The Administrative Assistant provides high-level administrative support to the Chief Regional and Market Officer and is a critical part of the success of the Regional and Market Leadership team. This role is responsible for a variety of administrative and coordination tasks to ensure efficient team operations while applying an Equity, Diversity, and Inclusion lens to all aspects of the work. The ideal candidate has exceptional written and verbal communication skills, a commitment to solving problems collaboratively, the ability to use independent judgment with frequent access to complex and confidential information, and strong project management skills with the ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

IFF is looking for candidates with a commitment to the work we do who can demonstrate their creativity, diligence, enthusiasm, growth-mindset, thoughtfulness, and passion to make meaningful change in the areas of economic and racial justice.

Core Responsibilities:

• Administrative Support. Provides comprehensive administrative assistance to the Chief Regional and Market Officer (CRMO), including complex calendar management, email coordination, priority task management and special project support. Screens and directs calls and emails to the appropriate party for action, information, and response. Handles sensitive information with confidentiality.
• Project Management. Supports projects as directed by the Senior Manager of Regional Strategy & Implementation. Maintains the Regional and Market Leadership (RML) team workplan to ensure project deadlines are tracked and communicated accurately. Coordinates with staff across teams and regions to gather and track organizational data and updates. Assists in the development and distribution of reports.
• Meeting Coordination. Coordinates and manages logistics for large team meetings and events, including schedule alignment, material preparation, conference room setup, note-taking and distribution, tracking action items and supporting follow-up communication.
• Database and Document Management. Maintains accurate and complete customer, stakeholder, vendor, and financial records. Collects, edits, enters, and verifies data and maintains assigned electronic databases.
• Financial Administration. Processes and tracks expenses by accurately preparing and submitting invoices, check requests, and other financial functions, as directed. Collects and codes receipts to complete monthly corporate credit card reconciliation.
• Operational & Team Support. Organizes and supports the RML team, including but not limited to maintaining a shared calendar of events, onboarding new team members, coordinating access to systems and tools, and serving as a central point of contact for collaboration and general communication.
• Other. Contributes creative ideas and process-driven approaches to team projects. Develops and completes an annual professional development plan, in consultation with supervisors. Maintains required job knowledge, skills, and core professional competencies.
• Demonstrates a commitment to equity, diversity, and inclusion. Promotes an environment of empathy and respect, ensures the inclusion of all team members, and will actively engage in EDI events and learning opportunities.

Note:

No job description can be entirely comprehensive, and the jobholder will be expected to carry out such other duties as may be required from time to time and are broadly consistent with the job description and status of the position within the organization.

Performance Measures:

• Successful delivery of high-quality work products and timely completion of all work.
• High level of initiative and effective prioritization of projects and requests.
• Consistent maintenance of team files, contacts, reports, and systems.
• Engagement with colleagues, clients, and partners embodies values of lifelong learning and professional development.
• Cultivates a culture of openness in information sharing. Encourages open communication, cooperation, and the sharing of knowledge.
• Models personal accountability that promotes ownership and engagement.
• Builds and maintains effective working relationships with colleagues, peers and team members.
• Values and supports differences in others, contributing to an inclusive work environment. Demonstrates the ability and willingness to communicate effectively with people of diverse backgrounds and experiences to create a collaborative, collegial, and caring community.
• High level of satisfaction with both internal colleagues and external contacts.

Requirements

Position

Qualifications:

• Education :
  Bachelor's degree or equivalent combination of education and/or experience required.
• Previous Experience : 1-3 years of experience in administration or project management. Experience in and knowledge of nonprofit sector, community development, finance, or real estate development is preferred.
• Additional Requirements :
  Proficiency with Microsoft…