Administration - Executive Assistant

Job Title: Executive Assistant

Department: Administration

Reports To: Corporate Operations Officer

FLSA Status: Non-Exempt

Work Setting: Hybrid

Position Summary

The Executive Assistant provides high-level administrative and operational support to ICA’s Executive Team. This position is responsible for coordinating executive schedules, managing office operations, organizing meetings and events, maintaining organizational records, and ensuring the efficient execution of day-to-day administrative functions. The Executive Assistant serves as a trusted resource for staff, partners, vendors, and stakeholders while helping to improve organizational processes and supporting ICA’s mission and strategic objectives.

This position is based in ICA’s Des Moines office and requires regular in-office work with the opportunity to work remotely as business needs allow.

ESSENTIAL JOB FUNCTIONS

Executive Support

• Provide proactive administrative support to the Chief Executive Officer (CEO), including calendar management, meeting coordination, preparation of materials, and tracking follow-up items to ensure efficient executive operations.

• Manage the CEO’s calendar by prioritizing competing requests, coordinating appointments, and ensuring effective use of executive time.

• Monitor deadlines, commitments, and organizational priorities on behalf of the CEO providing reminders and ensuring timely follow-up.

• Anticipate the needs of the CEO by proactively identifying scheduling conflicts, preparing information in advance of meetings, and managing competing priorities.

• Draft, proofread, and distribute executive correspondence, reports, presentations, and other communications.

• Partner with the CEO to facilitate timely, accurate, and professional communication with project directors, including coordinating information, tracking follow-up items, and ensuring consistent communication regarding organizational priorities and initiatives.

• Assist in planning and coordinating executive travel, accommodations, and itineraries, when applicable.

• Maintain confidentiality while handling sensitive organizational, personnel, financial, and board information.

Board Governance

• Provide support to Corporate Operations Officer (COO) with Board of Directors meetings, including but not limited to scheduling, agenda preparation, and meeting materials.

• Under the direction of the COO, maintain official corporate records, board documents, and governance files.

Office Administration

• Oversee daily operations of the Des Moines office to ensure a professional, organized, and welcoming work environment.

• Serve as the primary point of contact for office visitors, vendors, building management, and service providers.

• Under the direction of the Executive Team, coordinate organizational meetings, trainings, retreats, conferences, and special events.

• Develop meeting agendas, prepare supporting materials, and monitor completion of action items.

• Manage office supply inventories, equipment, and facility needs.

• Maintain organizational contact lists, mailing lists, and distribution groups.

• Evaluate administrative processes and recommend improvements to increase organizational efficiency.

• Create and maintain standard operating procedures for recurring administrative functions.

• Collaborate with staff across departments to improve administrative processes and ensure consistent operational support.

Other Duties

• Build positive working relationships with staff, board members, partners, vendors, and external stakeholders.

• Exercise sound judgment, discretion, and professionalism when representing ICA.

• Perform additional duties as assigned to support the goals of the Executive Team and organization.

Education and Qualifications

• High school diploma or GED; however, ICA values practical and/or lived experience and recognizes that it can often provide the skills and knowledge needed for this role. Therefore,

• equivalent professional and/or life experience(s) is always considered in lieu of formal education.

• Two years of administrative, office management, bookkeeping, or related professional experience.

Background and Knowledge

• Strong working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and Teams.

• Experience maintaining databases, spreadsheets, and electronic filing systems.

• Proficiency using virtual communication platforms, including video conferencing and collaboration tools.

• Excellent written and verbal communication skills.

Professional Skills

• Excellent organizational and time management skills.

• Strong attention to detail and accuracy.

• Ability to prioritize multiple assignments while meeting deadlines.

• Self-motivated with the ability to work independently and take initiative.

• Strong problem-solving and critical thinking skills.

• Ability to maintain confidentiality and exercise sound judgment.

• Excellent customer service and interpersonal skills.

• Ability to work professionally and effectively with individuals from diverse backgrounds and cultures.

• Team player who contributes to a positive, collaborative work environment.

Other Requirements:

• A valid driver’s license and proof of current automobile insurance.

Travel and Work Schedule:

• This position is primarily an in-office role based at ICA’s office in Des Moines. The regular schedule is Monday through Thursday, with mid-day or afternoon hours. Occasional remote work may be approved as business needs allow.

• No routine travel is required for this position.

• Schedule may fluctuate based on workload.