Executive Assistant to the CEO

The Executive Assistant to the CEO is responsible for efficient administration of the IASP Executive Office operations.  She/he/they provide executive level administrative support to the CEO, Executive Committee, IASP Council, and other senior Volunteer Leaders with a high level of accuracy and strong attention to detail, maintaining a realistic balance among multiple priorities. Serves as administrative liaison between CEO and IASP volunteer leadership. Uses unfailing discretion in all confidential matters, and diplomacy to resolve conflict with professionalism and empathy.  

Serves as administrator for the Executive Office and the Council. Maintains all current and historical records for the Office, including official Board records. Screens CEO’s telephone calls, handling independently as appropriate. Reviews and prioritizes CEO’s mail and other communications, arranging for appropriate response. Arrange all travel requirements ensuring that logistics are well planned for and detailed.  

In coordination with Director of Education and Events, plan in-person Executive Committee and Council meeting logistics and coordinate all travel arrangements in accordance with IASP travel policies.  Manage the Council report development process including assembling briefing materials, collecting committee and other reports as necessary.  Prepares expense reports for CEO and volunteer leadership as needed.

Coordinates all conference calls, Zoom meetings and other meetings for CEO.  Prepares minutes of Executive Committee and Council meetings and assigned task forces or working groups for CEO’s and Secretary’s review and approval.

Collaborates with the executive leadership team and other colleagues to gather data, prepare and format reports, deliverables, and presentations for internal and external meetings and events. Coordinate with other departments as necessary to track projects and activities.  Coordinates scheduling and tracks deliverables for monthly Executive Committee meetings.

Serves as primary point of contact for the Executive Office’s internal/external stakeholders, using sound judgment and comprehensive organizational knowledge to facilitate timely resolution of issues and inquiries. Regularly interfaces with Volunteer Leaders including the IASP Council, Executive Committee, Committee on Committees, Nominating Committee, and others, to develop and maintain productive business relationships.

Manages Council nomination and election process.  Maintains governance web portal for volunteers.
Serves as resource for project-related activities that may include assistance to senior Volunteer Leaders, basic research; organizing of information; processing of information; and/or drafting of correspondence. Prepare agendas, documentation, and reports for Board and Committee meetings.  

Ensures up-to-date Council and committee rosters on the IASP website and in member database in coordination with Membership Department.

Some international travel required