JOB TITLE: ADMINISTRATIVE ASSISTANT(GRADE 4)Department:General President's Office
Date:May 2026
Reports to:COS, EA to the GP
FLSA:Non-Exempt
Position Summary:This position is responsible for providing administrative support to the General President's Office and staff.
Responsibilities: - Answers incoming telephone calls, responds to telephone requests that have standard answers, and refers other inquiries to appropriate staff.
- Opens daily mail and distributes incoming mail as necessary, including scanning documents to the IAFF Legal Dept.
- Assists in meeting and conference preparation - schedules boardroom calendars - provides Zoom/Teams links, maintains cleanliness and stocking of kitchen and GP Boardroom - order catering when needed.
- Maintains department calendars, formulating a weekly itinerary of the General President's upcoming travel and events.
- Prepares correspondence for mailing; composes documents as necessary.
- Enters invoices into IAFF's accounting system
- Download approved contracts in Yooz, sign, date, and distribute to the appropriate department.
- Enter receipts in Concur, Track, locate, and file missing receipts for submission and organize PDFs by date, vendor, amount, and compliance status (tipping).
- Manage outside requests for the use of the IAFF Logo.
- Manage sponsorship requests.
- Organize files digitally, ensure that incoming records are stored properly and kept up to date.
- Assist with travel accommodations including air, rail, hotel
Maintain a record of cancellations, travel credits, reimbursements and points.
- Research drive times and ground transportation options, book car services or rentals as appropriate, and ensure timely travel.
- Handle hotel reservations and conference registrations for AFL-CIO, NCPERS, USFA Summit and World Fire Congress for all staff and attendees.
- Track state and provincial events, noting key deadlines (e.g., video submissions, speaking schedules), and distribute relevant details to Government Affairs, Communications, Education, and FC.
- Research and manage General President and Executive Board business meetings , including venue selection , handling correspondence, coordinating payments/ contracts, and organizing other aspects of business meetings
- Conduct archived resolution and policy research as needed to support IAFF leadership
- Pack crates and materials for upcoming IAFF events, board meetings, or conferences to ensure all logistical needs are met.
- Performs other administrative tasks as required to support the department and its mission.
- Order office supplies, submit building requests for general upkeep and maintenance.
Skills & Qualifications:Associate's or Bachelor's degree preferred. Knowledge, skills, and abilities should include:
- Knowledge and experience with complex administrative tasks that include working in a busy office (executive level preferred), including financial functions.
- Skill in the use of personal computers using word processing software including Microsoft Office Suite.
- Knowledge of unions or other advocacy organizations.
- Ability to handle multiple program activities, meeting established timelines.
- Ability to communicate effectively, both orally and in writing.
- Ability to follow established procedures in completing work assignments and projects in an organized manner.
- Excellent organizational skills
- Familiar/Proficient with airline and hotel reservations
- Knowledge of the geography of the United States and Canada
- Willingness to study the IAFF Constitution and By-laws and IAFF Executive Board Policy Book
Additional Requirements:- Work is performed in an office setting with some remote work.. Hours of work: 9 a.m. - 4:30 p.m., Monday through Friday. Some overtime and occasional travel may be required.
- Must be able to lift and carry up to 50 lbs on occasion
- Be willing to complete occasional tasks within walking distance of IAFF HQ.
- Become a Notary Public for the International Association of Fire Fighters.
- Must be trustworthy and discreet.