Executive Assistant

POSITION OBJECTIVE: Provide administrative and project support to executive leadership, supporting complex projects, coordinating cross-functional initiatives, and ensuring execution of strategic priorities.

REPORTS TO: Executive Vice President

LOCATION: Washington, DC; eligible to earn telework 2 days/week

PAY RANGE: $70,000 - $85,000 annually

DUTIES AND RESPONSIBILITIES:

• Execute a variety of tasks to assist the Executive Vice President in carrying out his duties.
• Plan, coordinate and execute various strategic projects from initiation to completion, including timeline development, milestone tracking and deliverable monitoring.
• Facilitate project meetings, coordinate cross-functional staff involvement, prepare and maintain comprehensive documentation and project status reports for executive review.
• Assist in preparation and logistics for various meetings or conferences as needed, including preparing agendas and meeting materials, scheduling travel, making arrangements for catering and audio/video equipment, and communicating with attendees.
• Manage the Executive Vice President’s calendar, which includes:
  • Coordinating high-priority meetings, travel arrangements, materials and logistics for executive activities
  • Working closely with the Executive Vice President to ensure awareness of all commitments, engagements, and schedule changes;
• Draft, edit, and proofread briefing materials, memos, reports, and executive communications in collaboration with subject matter experts, ensuring grammar, tone, and alignment with organizational style standards.
• Communicate directly on behalf of the Executive Vice President with Board members, staff and others concerning executive/organizational initiatives. Facilitate clear communication between the Executive Office and internal departments.
• Utilize independent judgment to screen and prioritize communications, requests, and opportunities.
• Handle matters and confidential information with urgency, discretion and professionalism
• Respond to requests, questions or other correspondence from the Executive Vice President in a timely manner, including during after-hours.
• Identify process inefficiencies and implement improvements to enhance operational effectiveness, where needed.

RELATIONSHIPS:

• Communicate with all AFBF employees and affiliated companies, department managers, and state Farm Bureau presidents and staff regarding activities and needs of AFBF, as requested.

EDUCATION OR TRAINING

REQUIRED:

• Bachelor’s degree or equivalent combination of education and experience

EXPERIENCE AND

SKILLS REQUIRED:

• Minimum of 3 years’ experience providing executive level administrative support
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and ability to use common Web-based platforms
• Excellent interpersonal skills with proven ability to build relationships and collaborate effectively with multiple stakeholders
• High level of discretion, professionalism, organization and attention to detail
• Demonstrated ability to handle confidential and sensitive information with a high degree of discretion.
• Ability to effectively communicate with all levels of internal and external customers both written and verbally with a high degree of diplomacy
• Ability to achieve high performance, handle multiple projects, prioritize work and meet deadlines in a fast-paced environment
• Ability to work independently and in a team-oriented organization

PREFERRED EDUCATION/EXPERIENCE/

SKILLS:

• Two years of administrative experience or internship work in a nonprofit, government agency or legislative office
• Project Management Professional (PMP) certification

OTHER REQUIREMENTS:

• Travel occasionally for onsite support
• Flexible schedule availability, including extended hours and after-hours responsiveness as business needs require