Executive Administrator

IAPP • Portsmouth, NH

9d • Hybrid

About The Position

The Executive Administrator supports the entire Senior Leadership Team (SLT) at IAPP. It is predominately a clerical role with project management as needed. In addition to supporting the SLT, this role also offers back up to their respective leadership support team members, including the CEO’s office.

Requirements

• Exceptional organizational skills with the ability to multitask and manage shifting priorities.
• Build strong working relationships across the company to ensure seamless coordination.
• Strong proactive mindset with the ability to anticipate needs several steps ahead.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism.
• Ability to manage competing priorities with sound judgment, identifying which projects require immediate focus and coordinating next steps effectively.
• Proficient in Microsoft Office systems (Outlook, Microsoft Teams, Excel, Word, etc.) and collaboration tools, with interest and ability to learn new tools quickly.
• High school diploma or GED; and up to one year related experience and/or training; or equivalent combination of education and experience.

Responsibilities

• Proactively manage and optimize complex calendars, including the organization’s operating calendar, across time zones with both internal and external stakeholders.
• Prepare detailed itineraries for travel, including schedules, hotel information, and flight details when requested from SLT.
• Assist SLT and Directors with administrative tasks, providing timely support for urgent requests as needed.
• Draft and send communications on behalf of select SLT, including outreach from alternate/faux email accounts when needed.
• Provide administrative support for SLT specific retreats and workshops as needed.
• Complete general administrative tasks including but not limited to: document management, taking meeting minutes, mail distribution, photocopying, processing SLT time-off requests, gathering reports and metrics, and maintaining files, expense reports, and records.
• Serve as the headquarter’s second notary. Procurement of certificate is required for this position.
• Aid in Staff Appreciation projects as assigned.
• Serve as the point of contact for all artwork in the building, tracking new acquisitions and relocations.
• Act as a liaison to remote and Brussels staff. Ensuring they are made aware of HQ staff appreciation. offerings and can replicate as desired.
• Virtually answer front door and greet guests as needed. Serve as main point of contact for guests in building.
• Serve as backup support for Senior Executive Office Manager and CEO needs.
• Additional duties as assigned.

Benefits

• competitive compensation package including base salary, bonus and a full range of benefits
• creative, supportive and flexible environment
• casual dress
• dog-friendly office
• summer hours
• sabbaticals after seven years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED