The IACP is dedicated to advancing the policing profession through advocacy, research, outreach, and education. Recognized as the world’s largest and most influential professional association for police leaders, the organization proudly represents more than 31,000 members in over 160 countries.
The IACP is seeking an Executive Administrative Assistant to join its team who embodies the organization’s core values of leadership, integrity, and inclusiveness. In this role, you will provide confidential, high-level support to the Executive Director and Deputy Executive Director and serve as a liaison to the IACP’s Board of Directors and senior management teams. You will experience a highly supportive, yet fast-paced and dynamic environment, where your strong organization and communication skills, and your adaptability and quick problem solving will play a key role.
Manage complex executive calendars to include coordination of appointments with internal staff and external partners; and quickly problem solve when scheduling conflicts arise.
Communicate with Executive Board and Board of Directors, Committee and Section Chairs, Past Presidents, external officials, vendors, and IACP staff in a professional and responsive manner.
Assist with meeting planning to include preparing documents; communicating with hotels and catering venues; reserving conference rooms; and handling other meeting logistics and travel related arrangements.
Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
Process financial documents including credit card reconciliation, reimbursements, and invoices.
Draft and prepare executive correspondence for internal announcements, board meetings, and external stakeholders in a manner appropriate for intended audience.
Work closely with IACP’s global policing team to coordinate international travel, assist with travel memos, and purchase global gifts for presentation.
Develop and implement progressive and standardized business processes and policies to maximize the organization’s efficiency/effectiveness.
Maintain an organized filing system of paper and electronic documents.
Uphold a strict level of confidentiality and discretion with information related to the activities of the OED as required.
Special projects and other duties as assigned.
Minimum seven years of administrative experience or equivalent work experience in a relevant field, preferably with executive leadership. Bachelors’ degree or equivalent education preferred.
Strong customer service skills, professional manner, and comfortable speaking with high-ranking officials domestically and internationally.
Possess tact, diplomacy, patience and maintain a friendly demeanor.
Ability to work with minimal supervision and exercise good judgment in a fast-paced, detail-oriented environment.
Ability to remain proactive so to anticipate requests, forecast demands and stay ahead of project and manager needs.
Excellent communication and time management skills; proven ability to meet deadlines.
Excellent oral and written communications skills as well as organizational and interpersonal skills.
Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
Advanced Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, SharePoint). Ability to proficiently use Windows 10 environment. Knowledge of and/or ability to learn other platforms such as BoardEffect, DocuSign, Concur, Salesforce, Teams etc.
Flexible hours as dictated by the needs of business for projects and meetings.
Ability to think outside of the box with a sense of urgency.
Have a team-oriented experience and approach.
Ability and temperament to work with sensitive/confidential information.
Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.
Special Conditions and Work Environment
Occasional travel may be required.
Work takes place primarily in an office environment.
Light lifting, bending, and reaching may be required.
Highlights of Employee Benefits
Medical HMO: Free for Employee and Family (Local Employees).
Vision: Free for Employee.
Dental: Offered at a reasonable rate for Employee and Family.
403B: IACP Match - up to 4% - after one year of employment.
All interested candidates must submit a cover letter, resume, and salary history.
Cover letters ARE REQUIRED and must contain the name of the position being applied for. Applicants must indicate in the cover letter which position, or positions interest them and outline their relevant qualifications. IACP may consider applicants for positions other than those indicated.
The IACP is an equal opportunity employer. Federal law prohibits discrimination in employment practices on the basis of race, color, religious affiliation, national origin, sex, age, or disability. No information requested on this application will be used for the purpose of excluding any applicant’s consideration for employment because of his or her race, color, religion, national origin, sex, or disability.