Programs Assistant - International Association of Administrative Professionals

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About Us:
IAAP is a dynamic and thriving organization dedicated to serving the needs and interests of our diverse membership community and beyond. We bring together professionals, businesses, and individuals who share a common passion and commitment to our industry.
 
Job Overview:
The Programs Assistant at IAAP supports the planning, execution, and enhancement of educational programs, conferences, and committees. This role involves coordinating various learning formats, including in-person, hybrid, and virtual experiences, and providing administrative support to ensure the smooth operation of IAAP’s programs.
 
Key Responsibilities:
 
1. Administrative Support:

• Assist the Programs Manager in executing the overall vision for IAAP's programs, conferences, and committees in alignment with IAAP’s strategic plan.
• Coordinate logistics for meetings, conferences, and webinars, including scheduling, communication, and material preparation.
• Maintain organized records of program activities, participant information, and evaluation data.
• Handle routine correspondence and inquiries related to IAAP’s programs and services.

• Support the planning and execution of conferences, ensuring seamless experiences for attendees.
• Coordinate with external partners, vendors, and subject matter experts to enhance program offerings.
• Manage registration processes for events and programs, including tracking participation and services.

• Assist in the creation and distribution of promotional materials and program announcements.
• Maintain effective communication with participants, vendors, and facilitators providing necessary information and support.
• Collaborate with the Volunteer Specialist to support offerings provided by branches and regions.
• Help lead interactive informational webinars related to IAAP’s programs and services.

• Collect and compile program feedback from participants and stakeholders.
• Assist in the development and implementation of program evaluation processes to assess strengths and areas for improvement.
• Report evaluation findings to the Programs Manager and recommend changes to enhance the educational programs as appropriate.

• Associate degree in education, business, or a related field preferred.
• Experience in administrative support, preferably in an association or education setting.
• Strong organizational skills with attention to detail.
• Proficiency in Microsoft Office Suite and familiarity with Learning Management Systems (LMS).
• Excellent communication and interpersonal skills.
• Ability to work collaboratively with internal teams and external stakeholders.
• Ability for up to 20% domestic travel.

• Alignment with IAAP’s culture, purpose, strategy, and leadership philosophy.
• Creative problem-solving skills and a proactive approach to learning and development.
• Must exhibit initiative, able to use good judgment, and take appropriate action.
• Ability to work independently, plan work, and carry out tasks without detailed instructions.
• Ability to maintain confidentiality and appropriate discretion.

• Requires strong written and verbal communication skills.
• Must present a professional approach in all communications.
• Ability to effectively present information and respond to questions from diverse groups of individuals.

• May be required to lift or move up to 20 pounds.
• Must be able to hear and speak effectively with customers by telephone or video chat.
• Requires keyboarding capabilities to respond using a computer.
• Visual acuity to read and develop written materials.
• Prolonged periods of sitting and using the computer.

• Typically in a normal office or home office environment but travel requirements result in other work settings at event venues.
• Must be able to concentrate/focus with constant interruptions.
• May be required to work some overtime.