Executive & Association Operations Coordinator

American International Charolais Association (AICA); Kansas City (MO); On-site; USD 40,000 - 52,000; Full time

Job summary

American International Charolais Association (AICA) seeks an Executive & Association Operations Coordinator to provide administrative and operational support to the EVP, Board, and affiliated groups.

You will coordinate governance activities, meetings, and office operations to ensure accuracy, consistency, and continuity across the organization. The ideal candidate is dependable, organized, proactive, and committed for long-term contributions.

Qualifications

• High school diploma or equivalent is required.
• 3+ years of administrative support or executive assistant experience.
• Excellent written and verbal communication skills.
• Proficiency in MS Word, Excel, Outlook and common office tech.
• Ability to prioritize, meet deadlines, and work independently.
• Professionalism, dependability, discretion, and willingness to learn.

Responsibilities

• Coordinate scheduling, logistics, and materials for board and committee meetings.
• Administer meeting agendas, minutes, reports, and official records.
• Support Executive VP with correspondence, travel, and projects.
• Coordinate office supplies, facilities requests, and general operations.
• Assist with governance records, elections logistics, and communications.

Skills

Strong organization

Time management

Written communication

Verbal communication

Microsoft Word

Microsoft Excel

Microsoft Outlook

Ability to multitask

Discretion and professionalism

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Company Description

The American International Charolais Association (AICA) is dedicated to the registration and preservation of the purity of Charolais and Charbray cattle bloodlines. The Association supports improvement in breeding through accurate records, standards, and services to producers and industry partners. AICA serves as an information and electronic database center for these breeds and the broader beef industry, maintaining detailed history, records, and pedigrees. All registration and recordation certificates reflect official Association affiliation and seal, reinforcing trust and integrity in the marketplace. Team members contribute to a mission that supports breeders, enhances data quality, and advances the future of Charolais and Charbray cattle.

Role Description

Work arrangement: On-site / In-office

Position Summary

The Executive & Association Operations Coordinator provides administrative and operational support to the American

International Charolais Association (AICA), its Executive Vice President, Board of Directors, and affiliated organizations. The

position coordinates association governance activities, meetings, events, office operations, and administrative projects to

promote accuracy, consistency, and continuity across the organization. The ideal candidate is dependable, organized,

proactive, and interested in contributing to the association over the long term.

Board of Directors & Governance Administration

• Coordinate scheduling, logistics, preparation, and execution of in-person Board of Directors and committee meetings.
• Collect, organize, prepare, and maintain meeting agendas, materials, minutes, reports, and official records.
• Maintain current Board of Directors and committee rosters and contact information.
• Administer the logistical steps of association elections under established bylaws and procedures, including printing, mailing, receiving, organizing, and counting election materials; refer eligibility or procedural decisions to designated leadership.
• Maintain organized governance records, correspondence, and related timelines.

Executive Vice President Support

• Provide administrative support to the Executive Vice President, including correspondence, scheduling, document preparation, and assigned projects.
• Coordinate occasional travel arrangements and related logistics.
• Help organize staff meetings, prepare materials, document discussions, and track follow-up items.
• Handle confidential and sensitive information with discretion and professionalism.

Association & Office Operations

• Coordinate office supplies, inventory, storage, and general organization.
• Assist with office maintenance coordination and facility service requests.
• Coordinate association tours, visiting groups, and internal or external meeting room requests.
• Ensure meeting rooms are prepared, organized, and ready for scheduled activities.
• Maintain organizational contact lists and assist in keeping policies, procedure manuals, and administrative reference
• Assist with planning and coordinating other association meetings, events, and special activities.
• Identify and recommend opportunities to improve administrative organization, communication, and efficiency.

Departmental & Affiliate Support

• Provide supplemental administrative assistance to Charolais Publications, Inc. (CPI), the American-International Junior Charolais Association (AIJCA), and the Registration Department as needed.
• Assist with special projects and other related duties as assigned.
• Departmental assistance and special assignments are coordinated through the Executive Vice President according to organizational needs and established priorities.

Required Qualifications

• High school diploma or equivalent.
• At least 2-3 years of relevant administrative support, office coordination, executive assistance, or related experience.
• Strong organization, time management, follow-through, and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Word, Excel, Outlook, and general office technology.
• Ability to prioritize competing responsibilities, manage deadlines, work independently, and collaborate with others.
• Professionalism, dependability, discretion, adaptability, and willingness to learn.

Preferred Qualifications

• Experience supporting executives, boards, committees, or membership-based organizations.
• Experience preparing meeting materials or minutes and coordinating events or administrative projects.
• Familiarity with nonprofit associations, agricultural organizations, or the livestock industry.

A four-year college degree is not required. Relevant work experience, demonstrated skills, and professional aptitude will be

This is a full-time, primarily office-based position requiring regular on-site attendance to support daily operations, visitors,

meeting coordination, and continuity among on-site and remote staff. The regular schedule follows established association

office hours. Occasional early morning, evening, or weekend availability may be needed for board meetings and association

events.

Growth & Development

AICA values initiative, adaptability, and continuous improvement. The position offers opportunities to build organizational

knowledge, strengthen administrative processes, and take on additional responsibilities as experience and organizational needs evolve.