Executive Assistant - Program & Events

Job Description

JOB SUMMARY:

The Executive Assistant is pivotal in supporting the Chief Program Officer and leaders of the Programs and Events Division of the National FFA Organization. We seek an organized and adaptable Executive Assistant who will efficiently manage and coordinate various programs and initiatives. The ideal candidate should be a highly organized, proactive, and detail-oriented professional who can effectively handle administrative responsibilities and excel in managing programs/projects from inception to completion.

ESSENTIAL FUNCTIONS:

Efficiently manage calendars, appointments, and travel arrangements.

Facilitate communication between leaders and internal/external stakeholders.

Prepare, format, and proofread documents, reports, and presentations.

Coordinate travel plans and accommodations for stakeholders.

Assist in meeting preparation, minute-taking, and follow-up.

Monitor and reconcile expense reports and assist with budget tracking.

Anticipate the needs of executives and proactively identify opportunities to streamline processes and improve efficiency.

Maintain the confidentiality of sensitive information.

Conduct research and gather information as needed to support decision-making and strategic initiatives

Collaborate with stakeholders to ensure seamless coordination and communication.

Develop comprehensive project plans, timelines, and budgets.

Allocate and manage program resources effectively.

Foster positive relationships with program/project stakeholders.

Maintain accurate program/project documentation and prepare progress reports.

Ensure program/project deliverables meet quality standards.

Collaborate with cross-functional teams for program/project success.

EDUCATION:

Bachelor’s degree or equivalent experience required.

EXPERIENCE

Three to five years of relevant experience required.

Proven experience as an executive assistant or program manager.

Strong organizational and multitasking skills.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite and project management software.

Ability to handle sensitive and confidential information.

Strong problem-solving and decision-making abilities.

Detail-oriented with a proactive approach to tasks.

Flexibility and adaptability in a dynamic work environment.

Strong interpersonal skills and the ability to work effectively in a team.