Executive Assistant to CEO

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.

• 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 Docu Sign 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.

• 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…