Administrative Assistant

IAFF • Washington, DC

7d • Hybrid

About The Position

This position is responsible for providing administrative support to the General President’s Office and staff.

Requirements

• Knowledge and experience with complex administrative tasks that include working in a busy office (executive level preferred), including financial functions.
• Skill in the use of personal computers using word processing software including Microsoft Office Suite.
• Knowledge of unions or other advocacy organizations.
• Ability to handle multiple program activities, meeting established timelines.
• Ability to communicate effectively, both orally and in writing.
• Ability to follow established procedures in completing work assignments and projects in an organized manner.
• Excellent organizational skills
• Familiar/Proficient with airline and hotel reservations
• Knowledge of the geography of the United States and Canada
• Willingness to study the IAFF Constitution and By-laws and IAFF Executive Board Policy Book
• Must be trustworthy and discreet.

Nice To Haves

• Associate’s or Bachelor’s degree preferred.

Responsibilities

• Answers incoming telephone calls, responds to telephone requests that have standard answers, and refers other inquiries to appropriate staff.
• Opens daily mail and distributes incoming mail as necessary, including scanning documents to the IAFF Legal Dept.
• Assists in meeting and conference preparation – schedules boardroom calendars – provides Zoom/Teams links, maintains cleanliness and stocking of kitchen and GP Boardroom – order catering when needed.
• Maintains department calendars, formulating a weekly itinerary of the General President’s upcoming travel and events.
• Prepares correspondence for mailing; composes documents as necessary.
• Enters invoices into IAFF’s accounting system
• Download approved contracts in Yooz, sign, date, and distribute to the appropriate department.
• Enter receipts in Concur, Track, locate, and file missing receipts for submission and organize PDFs by date, vendor, amount, and compliance status (tipping).
• Manage outside requests for the use of the IAFF Logo.
• Manage sponsorship requests.
• Organize files digitally, ensure that incoming records are stored properly and kept up to date.
• Assist with travel accommodations including air, rail, hotel
• Maintain a record of cancellations, travel credits, reimbursements and points.
• Research drive times and ground transportation options, book car services or rentals as appropriate, and ensure timely travel.
• Handle hotel reservations and conference registrations for AFL-CIO, NCPERS, USFA Summit and World Fire Congress for all staff and attendees.
• Track state and provincial events, noting key deadlines (e.g., video submissions, speaking schedules), and distribute relevant details to Government Affairs, Communications, Education, and FC.
• Research and manage General President and Executive Board business meetings , including venue selection , handling correspondence, coordinating payments/ contracts, and organizing other aspects of business meetings
• Conduct archived resolution and policy research as needed to support IAFF leadership
• Pack crates and materials for upcoming IAFF events, board meetings, or conferences to ensure all logistical needs are met.
• Performs other administrative tasks as required to support the department and its mission.
• Order office supplies, submit building requests for general upkeep and maintenance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree