Executive & Customer Service Coordinator

About IBLCE

The International Board of Lactation Consultant Examiners (IBLCE is an international credentialing body whose mission is to serve the global public interest by advancing professional practice in lactation consultation and support through credentialing. IBLCE established its certification programme in 1985 and is a global organization with nearly 38,000 IBCLCs in 136 countries.

IBLCE is looking for an Executive & Customer Service Coordinator to join our team. This individual will coordinate and assist with internal administrative duties and operations of IBLCE’s headquarters, provide essential support across a broad spectrum of various general administrative, customer service functions, meeting planning, and operational functions within the organization. This role will report to both the Senior Director, Executive Office & Compliance Services, as well as the Senior Director, Global Certification.

The ideal candidate is a highly motivated, collaborative professional who thrives in a dynamic environment, is eager to develop within the field, and has a keen interest in learning. Other attributes include:

• Attention to detail: meticulous in handling administrative tasks and ensuring accuracy in all work.
• Memory: excellent memory and management of fast flow of information.
• Motivation: high-motivation, keen interest in learning, and goal-oriented.
• Affinity for working in a team-based
• Has excellent customer service skills, demonstrated empathy and sensitivity.
• Adaptability:
  Able to thrive in a constantly changing environment and manage ambiguity.
• Solution-oriented, with a constructive and positive approach, and enjoyment working in a fast-paced environment.

This individual will demonstrate initiative, critical thinking, analytical skills and have a proven track‑record of implementing procedures to promote efficiency and standard operating protocols (SOPs) cross‑functionally. The candidate will also have proven track‑record of handling sensitive and confidential information with discretion, accepts ownership and accountability for job responsibilities, and seeks to enhance knowledge through educational and professional development opportunities.

• Scheduling and Calendar Management: Coordinate scheduling for senior staff, and volunteers.
• Executive Support: Assist the CEO and SDEO with all administrative activities, as well as Board relations. Includes collateral preparation, document management, and scheduling support.
• Meeting, Conference, and Travel Planning: Arrange meetings, conferences, and travel logistics for team members and executives, ensuring smooth execution, including managing pre‑meeting activities, and follow up on meeting action items; managing organizational memberships, conference registrations, etc. Facilitating one to two small meetings per year (including airfare with travel agent, a/v, F & B, plaques, and web conferencing management)
• Committee Liaison: Assist Committee Staff Liaisons preparing meeting summaries, scheduling meetings and staffing committees as needed; assist work with affiliated scholarship body organizing scholarship applications on an annual basis; assist in facilitating the work of an annual awards program including organization of applications for volunteer review.
• Project Support: Assist with various projects across departments, helping to track and coordinate tasks, track progress, and support project timelines.
• General Support: Handle ad‑hoc tasks and projects as assigned, demonstrating flexibility and a willingness to contribute where needed set by the CEO.
• General Communication:
  • Communicate with candidates about examination scheduling and other related
  • Communicate certification and recertification requirements accurately and in a timely manner in response to phone and email inquiries.
  • Answer phone/email inquiries and secure messages from candidates providing appropriate response about all certification and application requirements or forwarding to team members as necessary.
• Application Processing:
  • Review and approve applications selected for audit for initial certification and
  • Conduct candidate application audits in accordance with policies…