Executive Assistant

NAFSA: Association of International Educators

Job Description


Full Job Description


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.

Position Summary

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 sector partners and others in the greater network with whom NAFSA must have an ongoing relationship. This position is responsible for coordinating a variety of support activities, including CEO engagement with the Board of Directors, preparing correspondence, and document and archive management. In addition, this position will assist in providing support to staff liaisons for various board committees, as assigned by the Executive Director and CEO.


Major Functions and Responsibilities

Support all aspects of the work of the Executive Director and CEO. (35%)

  • Provide high level administrative support to Executive Director and CEO in day-to-day activity.
  • 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.
  • Prepare, review, edit, and prioritize 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.
  • Support the CEO’s work on organizational advancement.
  • Manage projects as assigned by CEO.

Provide support for the CEO’s work with the Board of Directors. (15%)

  • Coordinate the development of Board and executive committee agendas and background materials with the CEO and President/Chair, including preparation of Board briefing books.
  • 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.
  • Provide support to the Board during NAFSA Annual Conference, including but not limited to coordination of complimentary registration, hotel reservations, plenary meet and greet, and issue invitations, and track responses for special events.
  • Maintain and update corporate records, including minutes, background materials for Board and Executive Committee meetings, action items, bylaws, standing rules, 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.

Support the work of the Board’s Governance Committee. (15%)

  • 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 and provide support for the Governance Committee interview process for potential new board members, usually at the NAFSA Annual Conference.
  • Working with the CEO and the Governance Committee chair, schedule and prepare materials for new board member orientation activities.
  • Coordinate reports, materials, and agenda for committee meetings.

Manage and execute high-level events, including NAFSA annual conference special events and other high-level meetings throughout the year. (15%)

  • Working with the CEO and NAFSA staff, coordinate special events involving the CEO and President to include conference events (e.g., plenaries, receptions, board engagement schedule), and coordinate all follow-up communications with relevant stakeholders (e.g., Board, guests, speakers).
  • Coordinates high profile meetings for the CEO with delegations, donors and key stakeholders to be hosted at NAFSA or in various locations.
  • Ensure seamless execution of all logistics and protocol related to plenary speakers’ role at the conference; serve as staff escort to all speakers at the conference venue.
  • Develop detailed scripts for each plenary session; coordinate the work of the staff team leads to ensure all aspects of the plenary sessions flow smoothly, including pre- and post-conference review meetings.
  • Coordinate the promotional items, transportation and lodging needs, and AV requests for the plenary speaker with relevant staff.
  • Coordinate the complimentary registration process, issue invitations, and track responses for speakers, industry, and special guests.
  • Plan and coordinate special events hosted by the CEO and/or President/Chair at the conference, including the Appreciation reception, Annual Business meeting, Past Presidents event, NIEA receptions, and other events, as assigned.
  • Provide overall support to the CEO for participation in the Simon Award event, Regional Conferences, WLM, Inter-association events, and other events, as assigned.

Document management, archives, and recordkeeping. (10%)

  • Manages the update and distribution of documents associated with the Executive Office, Board, and Governance Committee activities.
  • Serve as archivist for Board committee records, maintaining a centralized system of collecting, organizing, and preserving important organizational documents and information.

Provide administrative and project assistance to NAFSA staff to support the work of Board and Board Committees. (5%)

  • Work with Deputy Executive Directors (DED) to assist in preparing consolidated management reports for the CEO on committee activities.
  • Assist DEDs and other staff liaisons in planning and logistics, preparing reports, materials, and agendas for respective committee meetings and for special events associated with the Board committee activities.

Performs other duties as assigned to support the CEO. (5%)

Required Education and Experience

  • Bachelor’s degree or equivalent combination of education and experience.
  • Minimum of five years of 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 and maintain its integrity securely.

Desired Qualifications

  • 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 strongly preferred.
  • 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 desired and beneficial.

Scope of Supervision

The position does not have supervisory responsibilities.

Work Relationships

As representatives of a membership organization with a broad and diverse range of activities related to education and training, NAFSA staff possess more than simply specialized capabilities. Each individual is expected to take the initiative to become knowledgeable about the organization as a whole. Association members and other staff expect colleagues to be accessible and responsive, to convey a positive attitude, and to exhibit a high degree of professionalism.

Office Environment

The workday is generally 9:00 a.m. to 5:00 p.m. The week after Memorial Day to Labor Day, it is 8:30 a.m. to 5:30 p.m. Monday through Thursday and 9:00 a.m. to 12:00 p.m. on Friday.

Travel is required occasionally related to job responsibilities, especially for the annual conference, regional meetings, and other leadership meetings. Participation in the NAFSA annual conference the week of Memorial Day, including the holiday itself, is a job requirement. The annual conference is held in varying cities.

Tasks are performed in a typical office environment, involving sitting for extended periods of time. Sitting, standing, bending, and lifting 10lbs or less will occur intermittently throughout the workday. Position involves constant use of computer keyboard and monitor, with intermittent use of headset and microphone.

Total Compensation, Benefits

The hiring range for this full-time, 35-hour per week Executive Assistant position is $74,000.

Total compensation for employment at NAFSA entails a competitive employee benefits package including:

  • Competitively priced medical and dental insurance plans with CareFirst and MetLife
  • 403(b) retirement plan with eligibility for a 5% employer contribution
  • Generous paid vacation, sick, personal, and parental leave plans
  • Thirteen paid holidays
  • Fully paid group life and disability insurance coverage
  • Health and dependent care flexible spending account plans
  • Pre-tax parking and transportation plans
  • Opportunities for professional development and partial tuition reimbursement
  • Free onsite fitness center and secure bicycle parking

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. Learn more about NAFSA at www.nafsa.org.


Executive Assistant, Executive Support, Customer Service, Administrative Support, Administrative Assistance

Salary Description

The salary is $74,000.

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