Address
Form of work
SalaryThe Association of Public-Safety Communications Officials (APCO) International is seeking an individual for the position of Executive Assistant. APCO International is headquartered in Daytona Beach, FL, with an additional office in Alexandria, VA. The incumbent will work out of the Alexandria, VA location.
About APCO:
APCO International is the world’s oldest and largest organization of public safety communications professionals, with over 35,000 members. It serves the needs of public safety communications practitioners worldwide - and the welfare of the general public as a whole - by providing complete expertise, professional development, technical assistance, advocacy, and outreach.
The Position:
The incumbent will provide high-level administrative support and logistics for the Executive Offices, Executive Committee of the Board of Officers, Board of Directors, and Executive Council, with various functions and meeting preparation.
Minimum Experience Requirements
Reports to: Executive Director/CEO
General Description of Essential Job Tasks:
The following are general descriptions of the essential job tasks of the position. Other related tasks may be assigned as necessary and appropriate.
Oral and Written Communications
Decision Making/Problem Solving
Interpersonal Relationships
Quality of Work
Physical Abilities
Technical Knowledge/Prerequisite Requirement
About APCO:
APCO International is the world’s oldest and largest organization of public safety communications professionals, with over 35,000 members. It serves the needs of public safety communications practitioners worldwide - and the welfare of the general public as a whole - by providing complete expertise, professional development, technical assistance, advocacy, and outreach.
The Position:
The incumbent will provide high-level administrative support and logistics for the Executive Offices, Executive Committee of the Board of Officers, Board of Directors, and Executive Council, with various functions and meeting preparation.
Minimum Experience Requirements
- Minimum of five years experience as an Executive Assistant preferably in a large association, law office or universities
- Bachelor or higher degree in appropriate field preferred
- Senior level experience serving as Secretary to a Board of Directors
- Experience multitasking
- Outstanding oral and written communications skills.
- Excellent secretarial, computer and interpersonal skills
- Proficient in Microsoft Office Word, Excel, Outlook, and PowerPoint applications
Reports to: Executive Director/CEO
General Description of Essential Job Tasks:
The following are general descriptions of the essential job tasks of the position. Other related tasks may be assigned as necessary and appropriate.
- Assists the Executive Director, Deputy Executive Director, and the Board of Officers by performing various administrative support duties; composes routine correspondence; prepares routine reports; schedules meetings and appointments; maintains electronic and hard copy files; helps with travel logistics; orders supplies, sorts incoming Riddle Building mail, and prepares documents using Microsoft Word and Excel; formats, proofs, edits for errors.
- Handles various association committee and customer service requests via telephone and e-mail daily.
- Provides support for Annual Conference and meetings (Executive Council, Board of Officers, and General Business Sessions) including Board of Officers transportation to various functions and meetings, preparing and maintaining Executive Director and Executive Committee schedules, coordination of outgoing Board of Officers award, recording notes and minutes, prepare and run slides, and other miscellaneous activities.
- Coordinates arrangements for quarterly Board meetings held at headquarters offices and other locations. Make hotel arrangements for the Executive Director, Deputy Executive Director, and Board of Officers as needed.
- Act as point of contact for scheduling conference calls for Executive Director, Deputy Executive Director, Board of Officers, and Directors’ meetings,
- Facilities Management for Riddle Building along with parking and security onboarding for new Riddle Building staff.
- Maintain governance documents on APCO’s public website and member forum.
- Serve as technical support and troubleshoot technical issues with Riddle Building large conference room conference systems.
- Staff liaison to the Management Committee and Executive Council
- Pull reports in AMS (Association Management System) as needed.
- Performs other job-related duties as assigned.
Oral and Written Communications
- Actively listen to others for understanding of their needs and situations
- Speak English with sufficient clarity to be understood by others on the telephone or in person.
- Read and understand written correspondence, memoranda, and directives.
- Report events and information in writing legibility and accurately, using proper English grammar and structure.
Decision Making/Problem Solving
- Use good judgment (common sense)
- Learn and apply new information.
- Remember numerous details (good memory retention)
- Proactive approach to problem-solving with strong decision-making skills.
Interpersonal Relationships
- Handle objectionable contacts with tact and diplomacy.
- Contribute to a pleasant work environment by maintaining a positive attitude when carrying out duties and complying with APCO policies.
- Willingness to accept responsibility for actions, constructive criticism and/or discipline where necessary.
- Act in a mature, dependable fashion
- A willingness to maintain dependable work habits such as reporting to work on time, with little prompting and intervention.
- Present a courteous, helpful, accurate and business-like attitude in all telephone and personal contact.
- Respect private, confidential information
- Support and carry out management and/or Board directives.
Quality of Work
- Good organizational & time management skills
- Provide high quality, accurate work.
- Show initiative in completing work assignments.
- Effectively manage multiple priorities
Physical Abilities
- Hear and understand sound sources.
- Speak and write English clearly.
- Read and discern visual images on a variety of media.
- Type accurately on a computer keyboard
Technical Knowledge/Prerequisite Requirement
- Proficient in use of Microsoft Office, Excel, Outlook, and PowerPoint
- Knowledge of customer service techniques
- Knowledge of functions & operation of telephone console, personal computer/printer, and other standard office equipment
