Executive Assistant

American Farm Bureau Federation; Washington (Washington County); Hybrid; USD 70,000 - 85,000; Full time

Job summary

American Farm Bureau Federation is seeking an experienced administrative professional to support the Executive Vice President in Washington, DC, with telework two days per week. The role involves coordinating strategic projects, managing calendars, and preparing briefing materials for senior leadership.

Ideal candidates have at least 3 years of executive-level support experience, strong communication and discretion, and proficiency with Microsoft Office and office productivity tools.

Qualifications

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

Responsibilities

• Execute a variety of tasks to assist the Executive Vice President in carrying out duties.
• Plan, coordinate and execute strategic projects from initiation to completion, including timeline development, milestone tracking and deliverable monitoring.
• Facilitate project meetings, coordinate cross-functional staff involvement, and prepare documentation and status reports for executive review.
• Assist in preparation and logistics for meetings or conferences, including agendas, travel, catering, and A/V arrangements.

Skills

Executive support

Calendar management

Communication

Discretion

Project coordination

Interpersonal skills

Attention to detail

Team collaboration

Multitasking

Diplomacy

Education

Bachelor’s degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Microsoft Teams

Job description

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