International Association of Fire Chiefs (IAFC)
Executive Assistant to Chief Executive Officer
International Association of Fire Chiefs (IAFC), Mc Lean, Virginia, us, 22107
Executive Assistant to Chief Executive Officer
This position provides comprehensive executive and administrative support to the IAFC CEO/Executive Director (CEO) and the Board of Directors (Board). The EA communicates direction, delegates assignments, monitors progress, and ensures benchmarks and timelines are met, while facilitating continuous communication with the Chief Operations Officer/Assistant Executive Director, Chief Programs Officer/Assistant Executive Director, and IAFC Directors and staff. The EA should possess deep knowledge of non-profit association operations, anticipate needs, think critically, act independently, and offer solutions with a high level of professionalism and confidentiality, following policy and procedures. The ideal candidate is a trusted, experienced professional skilled at managing multiple mission-critical services in support of the CEO, with strong planning, attention to detail, integrity, and timely, high-quality execution. Responsibilities
Provide executive administrative support, including managing calendars, scheduling meetings, and coordinating travel arrangements. Perform data entry tasks with accuracy to maintain up-to-date records. Utilize DocuSign 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. Qualifications / Skills
Proficient in data entry with a high level of accuracy. Familiarity with DocuSign and other digital document management tools. Strong clerical skills with attention to detail in all tasks. Experience in event planning and coordination. Excellent organizational skills to manage multiple priorities effectively. Ability to provide executive administrative support with professionalism and discretion. Competence in transcribing notes and preparing documentation efficiently. Front desk experience is a plus, showcasing strong interpersonal skills. Excellent writing, communication, and organizational skills; ability to manage complex projects simultaneously; meticulous attention to detail. Comprehensive knowledge of office methods, practices, procedures, systems and equipment; proficiency with Microsoft Office, Zoom, RMS/CRM software (e.g., Salesforce); electronic filing systems (e.g., SharePoint); electronic document and signature systems (e.g., DocuSign); and creating/ editing graphic presentations (PowerPoint, Power BI). Ability to multitask and complete a high volume of tasks with little guidance; good judgment with confidentiality and discretion; resourceful problem solver and flexible when priorities shift. Additional Details
This position is based in McLean, VA, at IAFC Headquarters. Moderate work outside regular hours may be required. On Fridays, telecommuting may be possible after the probation period, depending on organizational needs. Compensatory time is awarded for exempt employees on travel and for required work on weekends and IAFC holidays. Position Details
Seniority level: Mid-Senior level Employment type: Full-time Job function: Administrative Industries: Non-profit Organizations
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This position provides comprehensive executive and administrative support to the IAFC CEO/Executive Director (CEO) and the Board of Directors (Board). The EA communicates direction, delegates assignments, monitors progress, and ensures benchmarks and timelines are met, while facilitating continuous communication with the Chief Operations Officer/Assistant Executive Director, Chief Programs Officer/Assistant Executive Director, and IAFC Directors and staff. The EA should possess deep knowledge of non-profit association operations, anticipate needs, think critically, act independently, and offer solutions with a high level of professionalism and confidentiality, following policy and procedures. The ideal candidate is a trusted, experienced professional skilled at managing multiple mission-critical services in support of the CEO, with strong planning, attention to detail, integrity, and timely, high-quality execution. Responsibilities
Provide executive administrative support, including managing calendars, scheduling meetings, and coordinating travel arrangements. Perform data entry tasks with accuracy to maintain up-to-date records. Utilize DocuSign 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. Qualifications / Skills
Proficient in data entry with a high level of accuracy. Familiarity with DocuSign and other digital document management tools. Strong clerical skills with attention to detail in all tasks. Experience in event planning and coordination. Excellent organizational skills to manage multiple priorities effectively. Ability to provide executive administrative support with professionalism and discretion. Competence in transcribing notes and preparing documentation efficiently. Front desk experience is a plus, showcasing strong interpersonal skills. Excellent writing, communication, and organizational skills; ability to manage complex projects simultaneously; meticulous attention to detail. Comprehensive knowledge of office methods, practices, procedures, systems and equipment; proficiency with Microsoft Office, Zoom, RMS/CRM software (e.g., Salesforce); electronic filing systems (e.g., SharePoint); electronic document and signature systems (e.g., DocuSign); and creating/ editing graphic presentations (PowerPoint, Power BI). Ability to multitask and complete a high volume of tasks with little guidance; good judgment with confidentiality and discretion; resourceful problem solver and flexible when priorities shift. Additional Details
This position is based in McLean, VA, at IAFC Headquarters. Moderate work outside regular hours may be required. On Fridays, telecommuting may be possible after the probation period, depending on organizational needs. Compensatory time is awarded for exempt employees on travel and for required work on weekends and IAFC holidays. Position Details
Seniority level: Mid-Senior level Employment type: Full-time Job function: Administrative Industries: Non-profit Organizations
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