Reporting to the Executive Director and CEO, the Executive Assistant is responsible for maintaining the professional standards and tone of the executive office through creating an environment of accessibility and discipline in the executive office; coordination of the CEO’s calendar; coordination of all CEO contact with government officials, higher education officials, private sectors partners and others in the greater network with whom NAFSA must have an ongoing relationship. In addition, he/she will follow-up on all contacts made with the CEO’s office, including phone calls and written correspondence. The Executive Assistant is responsible for providing administrative and project support to facilitate the operations of NAFSA’s Board of Directors and Governance Committee. This position is responsible for coordinating a variety of support activities, including travel and meeting logistics, preparing correspondence, and document and archive management. In addition, this position will assist in providing support to staff liaisons for various committees, as assigned by the Executive Director and CEO. The position provides coverage in the absence of the Special Assistant to the Executive Director.
Functions and Tasks:
Support all aspects of the work of the Executive Director and CEO.
Track all correspondence with the executive office, and respond or refer to appropriate staff promptly. Follow-up on progress.
Provide overall scheduling support, making the best possible use of the CEO’s time and opportunities and effectively schedule time to meet areas of highest priority;
Coordinate all arrangements for domestic and international travel and ensure follow-up items, including correspondence and expense reports, are completed in a timely manner.
Prepare, review, edit and proof all documents/correspondence from the CEO office, and maintain the protocol for approval of documents.
Create/maintain systems to manage relationships between CEO and NAFSA’s network of leaders in the higher education, international education, and political arenas.
Provide support for the CEO’s work with the Board of Directors.
Coordinate the development of board and executive committee agendas and background materials with the CEO and President/Chair, including preparation of Board briefing books.
Manage scheduling logistics for CEO meetings and travel, including coordinating with the Special Assistant to the CEO to confirm final arrangements and special needs.
Coordinate logistics for board meetings and task forces of the board, including meeting locations and board member travel.
Attend all Board meetings and, working with the secretary of the corporation, take minutes for his/her approval and presentation to the Board for its approval.
Maintain and update corporate records, including minutes and background materials for board and executive committee meetings, bylaws, standing rules, board operations guidelines, and articles of incorporation.
Working with the CEO, create and manage relationships with individual board members and the board as a whole, including meetings, correspondence and other communications.
Assist with speechwriting preparation and writing for the Board of Directors.
Support the work of the Board’s Governance Committee.
Serve as the staff liaison to the Governance Committee for administrative matters, including taking minutes and tracking actions and follow-up items.
Manage processes and compile data for board skills matrix review, board effectiveness evaluations, and individual board member self-evaluations.
Track applications and nominations for open board positions each year, and maintain running prospect lists for future candidates.
Assist the CEO in working with relevant staff to ensure that the annual association board election is run smoothly and in compliance with corporate governance documents.
Coordinate any review or modifications to governance documents with management team members, as requested by the CEO or Governance Committee chair.
Working with the CEO and the Governance Committee chair, schedule and prepare materials for new board member orientation activities.
Provide administrative and project assistance to NAFSA staff to support the work of Board Committees
Assist Deputy Executive Directors (DED) and other staff liaisons in preparing reports, materials, and agendas for respective committee meetings.
Work with DEDs to assist in preparing consolidated management reports for the CEO on committee activities.
At the direction of the Executive Director and CEO, provide administrative support to DEDs associated with planning and logistics for special events associated with the Board committee activities.
Document Management, Archives, and Recordkeeping
Manages the update and distribution of documents associated with the Board and Governance Committee activities.
Work with DEDs and staff support to various Board committee to maintain accurate records of communications and activities.
Serve as archivist for Board committee records, maintaining a centralized system of collecting, organizing, and preserving important organizational documents and information.
Perform other duties as assigned by the Executive Director and CEO.
Bachelor’s degree or equivalent combination of education and experience
Administrative experience supporting an executive and coordinating with senior-level professionals in a fast-paced environment
Excellent oral and written communication skills, including a demonstrated ability to independently compose and prepare correspondence and materials for a professional audience.
Demonstrated ability to organize and prioritize multiple complex projects and tasks.
Demonstrated ability to set and meet multiple deadlines.
Demonstrated ability to deal discretely with confidential information.
Experience working in nonprofit organizations
Experience working with nonprofit boards and membership organizations
Familiarity with association governance policy and procedures, including rules and by-laws
An interest in international education and familiarity with communications with universities, or legislative or executive branches of government
Ability to speak a language other than English and a familiarity with international politics or international affairs also would be beneficial.
About NAFSA: Association of International Educators
NAFSA: Association of International Educators is an organization of people dedicated to building a global community and fostering a more peaceful world through advancing international higher education. With approximately 10,000 members, NAFSA is the world’s largest professional development and advocacy organization committed to international learning and creating a more globally engaged, welcoming..., and educated United States.
NAFSA believes that international education advances learning and scholarship, fosters understanding and respect among people of diverse backgrounds and perspectives, is essential for developing globally competent individuals, and builds leadership for the global community. We believe that international education lies at the core of an interconnected world characterized by peace, security, and well-being for all.
NAFSA is a workplace that not only appreciates diversity but believes it is our strength, and we strive to create an inclusive culture for all our team members. NAFSA is proud to be an Equal Opportunity Employer.