The Temporary Executive Assistant provides direct support to the Office of the President & CEO in support of the IFA mission to protect, enhance and promote franchising. This position will provide critical support to the Chief Executive Officer (CEO).
The selected candidate will be responsible for collaborating closely with the C-suite executives, taking charge of essential administrative duties that allow our leadership team to focus on their core responsibilities. This dynamic position involves managing schedules, preparing and collecting preparatory materials for each scheduled meeting and event, coordinating travel plans, and liaising internally with IFA staff to ensure a streamlined and efficient operation.
Anticipated term of this contract will be January 2025 – July 2025, approx. 6 months, with flexibility for the right candidate.
Key Responsibilities
- Develops a cohesive and strategic schedule for the CEO on a daily, weekly, and monthly basis by planning and coordinating all events, meetings, media, and travel. Ensures that the CEO's schedule is followed and respected, and that the CEO is prepared for each meeting and event with the materials required.
- Communicates clearly and concisely with a wide range of stakeholders, including officials in the U.S. Congress, Administration, and regulatory agencies; policymakers, organizations, and stakeholders in foreign markets; other trade associations and partners from across the industry; and IFA members.
- Provides a communication bridge between the office of the President and CEO and internal departments, working closely with the senior leadership team to keep all parties well informed of upcoming commitments and responsibilities.
- Completes a broad variety of tasks for the President & CEO including, but not limited to: managing calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings; etc.
- Prioritizes conflicting needs; handles matters expeditiously and proactively as well as follows through on projects to see their successful completion, often with deadlines.
- Other duties as assigned or needed from the President & CEO
Preferred Experience
- Bachelor's degree; three years of experience supporting C-Level Executives, preferably in a non-profit or association environment, or a combination of education and experience
- Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat
- Strong organizational skills; ability to multi-task; ability to meet deadlines in a fast-paced environment
- Strong interpersonal skills; build relationships with staff, board members, external partners, association members
- Strong written and verbal communication skills; proofreading, editing, and attention to detail
- Demonstrated proactive approaches to problem-solving with strong decision-making capability; resourceful team-player, with the ability to work independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response