Are you highly organized, proactive, and passionate about supporting executives? Do you thrive in dynamic environments where your ability to anticipate needs, manage priorities, and streamline operations makes a meaningful impact? Are you looking for an opportunity to contribute to a mission-driven non-profit alongside a collaborative, high-performing team?

If so, we’d love to hear from you.

Who We Are

At the Insured Retirement Institute, we champion retirement security for all Americans, advocating for policies that empower individuals to retire with security. To drive this mission forward, our leadership team needs an experienced Executive Assistant who ensures seamless operations, supports strategic priorities, and enhances executive efficiency.

We are seeking a dynamic and highly organized Executive Assistant to provide top-level support to our Chief Operating Officer (COO) and Director, Human Resources (DHR). This role is pivotal in managing day-to-day operations and ensuring seamless communication within the organization. If you thrive in a fast-paced environment and excel at multitasking, we want to hear from you!

Executive Support: Managing complex scheduling, calendars, meetings, travel arrangements, and itineraries. Acting as the primary gatekeeper, prioritizing requests, ensuring seamless day-to-day operations, and anticipating business needs.

Administrative Excellence: Preparing agendas, taking meeting minutes, coordinating materials for meetings and committees, drafting correspondence, memos, reports, and presentations. Editing and proofreading high-level documents.

Communication & Liaison: Works closely with executives to keep them informed of upcoming commitments and responsibilities. Researches and creates presentations, reports, and internal/external documents, and providing editing expertise. Coordinating communications among staff, members, vendors, and external partners.

Event & Conference Coordination: Managing webinar logistics, serving on the Annual Conference core team, assisting with vendor selection, negotiating contracts, and overseeing event logistics and registration.

Financial & Expense Management: Preparing, monitoring, and processing invoices, reconciling expense reports, tracking receipts, and maintaining appropriate vendor files.

Office & Operational Management: Assisting with mail distribution, shipping logistics, filing, document organization, printing, scanning, and maintaining office supplies. Greeting guests at IRI events and supporting office operations.

Travel and Expense Management: Makes travel arrangements for meetings and conferences and prepares, reconciles, and submits expense reports. Recommends hotel and vendor selections, negotiating contracts for events.

Administrative Duties: Handles general office duties such as photocopying, printing, filing, and managing invoices. Drafts correspondence, memos, and forms as needed. Assists with member database management and runs queries. Drafts, proofreads, and assembles documents for high-level meetings.

Why This Role Matters

Your work empowers our leadership team to focus on driving impact—ensuring schedules run smoothly, meetings are productive, and priorities stay on track. You will be an essential partner in advancing the organization’s mission.

Who You Are

A highly skilled administrative professional with 7+ years of relevant administrative experience, ideally supporting leadership teams.
Possess a Bachelor’s degree or equivalent administrative experience preferred.
An excellent communicator who can engage effectively with executives, stakeholders, and cross-functional teams preferably in non-profits or associations.
A detail-oriented organizer with expertise in scheduling, document management, and travel coordination.
A tech-savvy problem solver, highly skilled in Microsoft Office Suite, database systems, and event virtual tools.
A problem-solving mindset with a strong ability to anticipate needs and proactively develop solutions.
Comfortable handling confidential and time-sensitive information with discretion.
Available for occasional travel, with advance notice.

Work Environment

Must have regular access to a quiet, professional workspace for working during normal business hours.
Our team values flexibility and provides accommodations where possible to ensure a productive work setup.

Benefits

We value our employees and provide a competitive compensation and benefits package designed to support their personal priorities and well-being. At IRI, your health and wellness are just as important to us as your contributions to our mission. Our benefits include:

Medical, dental, and vision insurance

Paid time off (PTO) & floating holidays

401K plan with employer contributions

Short-term and long-term disability insurance

Generous work/life balance programs, including remote work, summer hours, and volunteer service hours

A strong commitment to professional development, ensuring growth and career advancement.

Ready to bring your expertise to a meaningful role? Apply today! We’d love to meet you.

Equal Employment Opportunity Employer

The Insured Retirement Institute (IRI) is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by applicable law.

Please note: IRI conducts background checks on all candidates.

Principals Only.

Insured Retirement Institute

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