	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.

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Administrative Assistant