Reporting directly to the President and CEO, and in the interim to the senior leadership team, the Executive Assistant provides executive support to the CEO, and other senior leaders of the IFA including the Chief Financial Officer, SVP of Government Relations, the Chief Revenue Officer, the Head of the IFA Foundation, the Board Chair and Vice Chair. The Executive Assistant has a primary responsibility of providing support to senior leadership and IFA priorities, and maintaining cohesive communications among the IFA senior leadership team. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters relating to the IFA and Executive Office. The Executive Assistant also serves as a liaison to the IFA Board of Directors, Executive Committee and Senior Management Team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small association environment that is mission-driven and member-focused. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Completes a broad variety of administrative tasks for the President & CEO and other senior leaders including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates and ensures the CEO and other senior leadership schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
- Communicates directly, and on behalf of the President and CEO, with Board members, association members, staff, and others, on matters related to CEO's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President & CEO, or other senior leadership, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Works closely and effectively with the senior leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the team updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for senior leadership, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the senior leadership’s ability to effectively lead the company. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
- Serves as the President's administrative liaison to IFA’s Board of Directors
- Assists board members with travel arrangements and planning around IFA’s conferences and events as needed
- Maintains discretion and confidentiality in relationships with all board members
- Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Senior Management Liaison
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings, attending, and taking minutes at all meetings
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings, and other priorities of the senior management team
- Facilitates coordination of travel and outreach plans
Communications, Partnerships, and Outreach
- Responds to requests for materials regarding the organization in general
- Edits and completes first drafts for written communications to external stakeholders
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and association members
- Expert level written and verbal communication skills, with a strong emphasis on proofreading and editing ability
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity
- Highly 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
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
Education and Experience Requirements
- Bachelor's degree required
- Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit or association environment
- Experience and interest in internal and external communications, and member relations
- Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
To apply, send resume, design portfolio and cover letter including salary requirements to email@example.com.
About the International Franchise Association (IFA)
The International Franchise Association (IFA) is the world’s oldest and largest organization representing franchising worldwide. For over sixty years, the IFA has worked to educate Franchisors and Franchisees on beneficial methods and business practices to improve franchising. IFA is a non-profit trade association that works through its government relations and public policy, media relations and educational programs to protect, enhance and promote franchising and over 700,000 franchise establishments that support nearly 7.6 million direct jobs, $674.3 billion of economic output for the U.S. economy and 2.5 percent of the Gross Domestic Product (GDP).