Section & Committee Liaison

Overview

The Section and Committee Liaison serves as the liaison and administrative management support lead to IAFC Sections and Committees. The candidate will work from the IAFC Headquarters in McLean, VA office full-time. After a 6-month probation and training period, the successful candidate may work remotely 1 day a week.

• Provide administrative and management functions in support of all IAFC Sections and Committees.
• Manage three to five Sections and Committees.
• Coordinate Section and Committee member availability and send calendar invites for virtual and in-person meetings.
• Coordinate and manage meeting logistics for in-person meetings.
• Maintain rosters for all Sections and Committees electronically.
• Distribute meeting materials such as agendas (binders and/or electronic).
• Coordinate and compile meeting materials from members and guest presenters.
• Provide accurate guidance and communication of meetings on eligible travel expense reimbursements and manage the submission and processing of all eligible travel expense reimbursements.
• Draft and send Section and Committee correspondence as requested.
• Provide high-level tracking of financials to ensure that in-person meeting expenses (not including Section-sponsored conferences) are managed within budget.
• Work closely with other liaisons and the Executive Assistant to the CEO for assistance.
• Provide support for other administrative tasks as needed.
• Initiate and process contracts for services and MOUs as required for Sections and Committees.
• Manage all aspects of meeting planning, including arranging meeting venues, room selection and setup, audiovisual, food and beverage, and onsite coordination during events.
• Provide governance support to Sections and Committees, updating and distributing Section Constitutions, Bylaws, & Resolutions, travel policies, and other applicable policies.
• Coordinate communication tasks with IAFC’s Marketing and Communications Department for requests for e-blasts, website updates, and social media posts.
• Business travel is expected to require a minimum of 3 trips per year, including the IAFC’s annual Fire-Rescue International conference with in-person Section/Committee meetings.
• Support annual Section elections by collecting, reviewing applications, and marketing elections.
• Support Committee appointment processes.
• Perform special assignments as needed to support IAFC.

Education: Bachelor’s degree, plus a minimum of three years of relevant communication, association, non-profit, and planning experience. Certified Meeting Planner or equivalent experience is preferred.

• Excellent writing, communications, organizational and research skills.
• Exceptional knowledge of and ability to use the Microsoft Office suite.
• Advanced Microsoft Word and Excel skills (e.g., ability to configure Excel workbooks) and a typing speed of 45 wpm or more.
• Experience with website content management systems, membership updates, Section and Committee websites, and social media.
• Experience managing and running virtual meeting platforms (Teams and Zoom) for internal meetings and higher-profile engagements with external stakeholders.
• Basic knowledge of project management practices and tools.
• High level of professionalism in all interactions with team members, leadership, and external stakeholders.
• Creative and critical thinking, problem solving, and decision-making skills.
• Strong listening skills with team members, supervisors, and external stakeholders.
• Open mindset and willingness to consider ideas and constructive input from peers and leadership.
• Self-starter with initiative to identify new and efficient processes.
• Ability to learn quickly and manage multiple tasks.
• Ability to work independently with limited direction and collaboratively in diverse, virtual, and in-person teams.
• Ability to adapt to rapidly changing priorities and meet deadlines.
• Minimum of three years of program specialist or project manager experience in a professional non-profit association office environment.
• Experience working virtually and in-person with a hybrid team.
• Experience supporting meeting planning and logistics, stakeholder…