Executive Assistant / Senior Coordinator

Do you shine at organizing complex schedules and logistics? Thrive as a confident and capable ambassador? Delight in working with others and facilitating workflows? 

We’re looking for an experienced professional to work in our executive office. Under the supervision of the Chief of Staff, this position carries out various administrative functions and serves as the assistant to the President & CEO, with responsibility for managing her schedule, tracking and coordinating projects, and navigating moving priorities and complexities throughout the day. It requires close coordination with departments across the organization as well as partner associations, external organizations and our members. 

Depending on the experience of the person selected, this position’s title will be Executive Assistant or Senior Coordinator, Office of The President.  

Working at AF&PA

The American Forest & Paper Association (AF&PA) values the backgrounds and capabilities of all talented individuals and invites you to apply to be part of our team and support our culture and mission. We encourage the exchange of knowledge, innovative ideas and different perspectives to reach our goals and we support work/life balance. 

Essential job functions

• Performs extensive calendar management for the president/CEO and handles complex logistics for meetings, conference calls and other engagements; requires coordination with multiple internal and external stakeholders, executives, and assistants
• Collects and prepares materials for meetings, speaking engagements, and travel
• Monitors the president/CEO’s incoming mail and messages to ensure timely response.
• Tracks projects for the Office of the President, follows up on outstanding items, and maintains a list of items for the president/CEO to review or complete daily; identifying and notating priority items
• On behalf of the president/CEO, drafts and prepares communications for distribution as needed
• Prepares expense reports, check requests and performs monthly corporate card reconciliation
• Prepares agendas for weekly team meetings, and other meetings as assigned
• Schedules and tracks membership visits with current and prospective members in coordination with membership team
• Ensures membership database is up to date (for assigned groups) 

Qualifications

If your knowledge, skills and abilities are transferrable and you think you’re a great candidate for AF&PA - please consider applying even if you do not meet the exact criteria listed below.

• Bachelor’s Degree preferred
• Minimum of 3+ years of experience as an administrative assistant to a senior leader, preferably a CEO or C-Suite executive
• Advanced knowledge of Microsoft Office Suite
• Experience scheduling and hosting Zoom meetings
• Excellent verbal and written communication skills
• Ability to operate standard business equipment
• Flexibility to occasionally work a heavier in-office schedule, or perform work outside of normal business hours as needed
• The following traits are necessary for success in this position:
  • Integrity - Maintains extreme professionalism and confidentiality in all situations.
  • Conscientiousness - Diligent worker, with a keen attention to detail and superior organizational skills. Committed to the excellent representation of AF&PA and the Office of the President. 
  • Facilitative - Promotes progress through simplification, communication and collaborative relationships.    
  • Dependability - Excellent time management and problem-solving skills with a proven ability to meet deadlines.
  • Initiative - Able to assess needs and take action accordingly, using a strong sense of judgment.
  • Ownership - Takes responsibility for job duties and work product. Able to accept feedback and own mistakes.
  • Flexibility - Functions well in a fast-paced environment and adapts to changing priorities. Comfortable working individually and collaborating as part of a team.

Compensation and Benefits

The salary for this position is expected to be between $65,000-$80,000. This is a good-faith estimate based on market data for comparable positions and the current budgeted amount for this role. Factors to be considered when determining the salary of the selected candidate include relevant skills, experience and knowledge, and the alignment of these qualities with those of existing staff.

We offer a generous benefits package that currently includes:

• Paid Vacation, Personal and Sick leave totaling 27-42 days per year (based on relevant experience), plus paid holidays and Parental Leave
• 100%-85% paid CareFirst medical plans for employees and their families
• Generous 401(k) retirement plan with up to 9% employer contribution (after waiting period)
• Free fitness center and pickleball courts at the DC office location
• Plus dental, vision, life insurance, Flexible Spending Accounts, Health Savings Account...

Location

We are located in DC on 13th Street, NW between F and G, (directly above Metro Station). This position is hybrid and typically allows one to two days of remote work per week; however, due to the nature of the work in the Office of the President, this position must occasionally work a heavier in-office schedule or work outside of normal business hours.

About AF&PA

AF&PA serves to advance public policies that foster economic growth, job creation and global competitiveness for a vital sector that makes the essential paper and packaging products Americans use every day. The U.S. forest products industry employs more than 925,000 people, largely in rural America, and is among the top 10 manufacturing sector employers in 44 states. Our industry accounts for approximately 4.7% of the total U.S. manufacturing GDP, manufacturing more than $435 billion in products annually. AF&PA member companies are significant producers and users of renewable biomass energy and are committed to making sustainable products for a sustainable future through the industry’s decades-long initiative — Better Practices, Better Planet 2030. Visit AF&PA online at afandpa.org or follow us on X @ForestandPaper. 

Equal Employment Opportunity

AF&PA is an Equal Employment Opportunity Employer and welcomes all talented individuals regardless of race, color, national origin, religion, age, sex, disability, veteran status or other category protected by law. 

Your Rights

Applicants have rights under federal employment laws. Information may be found on the Department of Labor’s website (https://www.dol.gov) as well as through these available notices: Know Your Rights; Fair Labor Standards Act (FLSA); Family and Medical Leave Act (FMLA); and Employee Polygraph Protection Act (EPPA).