International Fresh Produce Association

Executive Assistant

International Fresh Produce Association

full-time

Posted on:

Location Type: Remote

Location: United States

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About the role

  • Manage the President’s calendar with strong judgment around priorities, sequencing, and time protection
  • Anticipate needs and proactively prepare the President for internal and external engagements
  • Schedule and coordinate meetings with global partners, board members, donors, and senior stakeholders
  • Prepare agendas, briefing materials, background research, and meeting notes as requested
  • Track action items and follow-ups related to the President’s commitments
  • Support budget-related coordination by entering data, organizing materials, and preparing summaries as provided by finance
  • Use modern productivity tools, including AI-enabled tools where appropriate, to support research, briefing preparation, and administrative efficiency while maintaining confidentiality and accuracy
  • Flag patterns, risks, or opportunities that support effective leadership and decision-making
  • Coordinate logistics for Board of Directors and committee meetings
  • Support preparation, organization, and distribution of board materials
  • Track board calendars, action items, and follow-ups
  • Support administrative communications with board members
  • Provide administrative and coordination support to the development function
  • Maintain CRM data accuracy through timely data entry, updates, and record hygiene
  • Schedule and coordinate donor, funder, and partner meetings
  • Track fundraising deadlines, proposal submissions, and reporting calendars
  • Support donor stewardship logistics and follow-up tracking
  • Assist with preparation and organization of fundraising and briefing materials
  • Coordinate internal meetings related to programs, initiatives, and cross-functional work
  • Support communication and coordination among program staff, consultants, and shared services
  • Maintain document organization, version control, and confidential files
  • Serve as a central administrative point of contact for internal coordination tied to the President’s priorities

Requirements

  • Bachelor’s degree
  • 5+ years of executive administrative or executive assistant experience
  • Experience supporting senior leaders in business, public life, or philanthropy
  • Proven discretion with highly confidential information
  • Excellent written and verbal communication skills
  • Strong proficiency with word processing, spreadsheets, and scheduling tools
  • Highly organized, detail-oriented, and self-directed
  • Comfortable working in dynamic environments with ambiguity
  • Preferred Experience in nonprofit, foundation, association, healthcare, or corporate environments
  • Experience supporting boards and donor-facing leadership
  • Familiarity with CRM systems and fundraising administration
Benefits
  • Travel required 3-5 times per year
  • Short paid trip to Washington D.C. for in-person meeting
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
executive administrative experiencedata entrybudget coordinationmeeting coordinationdocument organizationversion controlconfidential file managementfundraising administrationCRM systems proficiencybriefing preparation
Soft Skills
strong judgmentproactive preparationexcellent written communicationexcellent verbal communicationhighly organizeddetail-orientedself-directeddiscretion with confidential informationability to work in dynamic environmentscoordination among stakeholders
Certifications
Bachelor’s degree