Executive Administrator

Executive Administrator

Job Category: Executive Operations

Full-Time

Hybrid

Location: Portsmouth, NH 03801, USA

Description

Job Summary: 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.

Essential 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.

Please note: This position is a 4:1 hybrid position (Fridays are available for virtual work). This position may require support outside of normal business hours, or at times, need 5 days in the office. After six months of the position start, there could be consideration for an adjustment to this hybrid schedule if feasible with work demand.

Additional Duties

• Serve as backup support for Senior Executive Office Manager and CEO needs.
• Additional duties as assigned.

Minimum Qualifications

Essential Attributes and Skills

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.

Education and/or Experience

High school diploma or GED; and up to one year related experience and/or training; or equivalent combination of education and experience.

Work Environment

At the IAPP, we value in-person connections fueled by fun, excellence, and communication. To align with this value, we have a hybrid work environment that allows for two remote days and three days in our Portsmouth, NH office.

About the IAPP

The IAPP is the largest and most comprehensive global information privacy community and resource. Founded in 2000, the IAPP is a not-for-profit organization that helps define, promote and improve the privacy profession. More information about the IAPP is available at iapp.org.

What We Offer

Working at the IAPP is an opportunity like no other. In addition to a competitive compensation package including base salary, bonus and a full range of benefits, the IAPP offers a creative, supportive and flexible environment. Other perks include casual dress, a dog-friendly office, summer hours, and sabbaticals after seven years of service. We work in a "get-stuff-done" culture that values respect, personal and professional growth, and an entrepreneurial attitude. We have been named to Business NH Magazine's Hall of Fame for "Best Small Companies to Work for in NH."

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.