Executive Assistant

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

Job summary

American Farm Bureau Federation is seeking an Executive Assistant to provide administrative and project support to the Executive Vice President in Washington, D.C. The role requires coordinating cross-functional initiatives, managing complex calendars, travel, meetings, and preparing briefing materials.

The ideal candidate has a Bachelor's degree or equivalent, at least 3 years' executive support experience, and expert Microsoft Office proficiency plus strong communication and discretion.

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.
• High level of discretion, professionalism, organization and attention to detail.

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 audiovisual arrangements.
• Manage the Executive Vice President's calendar, including high-priority meetings and travel arrangements.
• Draft, edit and proofread briefing materials, memos and executive communications ensuring tone and alignment with style standards.
• Communicate on behalf of the Executive Vice President with Board members, staff and others about initiatives.
• Facilitate communication between the Executive Office and internal departments.
• Screen and prioritize communications requests and opportunities with independent judgment.
• Handle confidential information with urgency, discretion and professionalism.

Skills

Executive support

Communication

Discretion

Time management

Teamwork

Detail oriented

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Word

Excel

PowerPoint

Outlook

Teams

Job description

DEPARTMENT

Executive 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 daysweek

PAY RANGE

70000 85000 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 audiovideo equipment and communicating with attendees
• Manage the Executive Vice Presidents calendar which includes coordinating high priority meetings, travel arrangements, materials and logistics for executive activities
• Work 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

Bachelors 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 EXPERIENCESKILLS

• 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