Executive Office Administrator
APCO InternationalAlexandia, Virginia
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Job Description
About APCO
Let us introduce ourselves! We are the Association of Public Safety Communication Officials and to our 40,000+ members across the nation, we provide support to the emergency communications industry. Founded in 1935, APCO International is the world’s oldest and largest organization of public safety communications professionals. Our members manage, operate, build and support emergency communications systems for law enforcement, fire, emergency medical and other public safety agencies.
About the Team
You will join a supportive team of professionals that values life inside and outside of our organization. You’ll have a chance to travel occasionally, let your creativity shine and work within a dynamic team culture. We want YOU to join our team and are looking forward to meeting you!
Who Should Apply
We are looking for a self-starter who is highly organized, detail-oriented and motivated with superior time management skills, including the ability to set priorities, meet deadlines, and manage multiple projects in a fast-paced, changing environment.
The Executive Office Administrator plays a pivotal role in driving executive-level operations and supporting leadership initiatives. The position delivers administrative and logistical support to the Executive Offices, Executive Committee, Board of Directors and Executive Council. This role ensures seamless execution of executive functions, meetings, and governance processes through exceptional coordination, communication, and logistical planning.
Reports to: Chief of Staff
General Description of Essential Job Tasks:
The following are key responsibilities associated with this position. Other related tasks may be assigned as appropriate to support organizational needs.
- Provide comprehensive operational and administrative support to the Executive Director, Chief of Staff and the Board of Officers, including managing schedules, composing correspondence, drafting and formatting reports and meeting minutes, editing documents, maintaining organized files, coordinating travel arrangements, ordering office supplies and handling incoming mail.
- Serve as a central point of contact for internal and external stakeholders, managing committee and customer service inquiries via phone and email with professionalism and efficiency.
- Lead logistical coordination and execution of the Annual Conference and key leadership meetings—including Executive Council, Board of Directors and General Business Sessions—overseeing transportation, run-of-show materials, awards presentations, and maintaining executive schedules.
- Plan and manage the quarterly Board of Directors meetings and related logistics, including travel and accommodations for Executive Leadership and Board Officers. Prepare Board meeting materials and attend meetings to record and produce official minutes.
- Own the scheduling and facilitation of conference calls and virtual meetings for Executive Leadership, Board Officers and Director-level engagements. Ensure agendas, follow-ups, and documentation are handled seamlessly.
- Oversee operations for the Executive Offices, including facility management, parking assignments, onboarding for new staff and serving as primary contact for building security and maintenance matters.
- Maintain and update governance documents on APCO’s public website and member forum to ensure transparency and access to current policies and bylaws.
- Serve as technical lead for executive-level meetings held in the Executive Offices, providing troubleshooting support for AV/conference systems as needed.
- Act as staff liaison to the Management Committee and Executive Council, ensuring meeting coordination, document preparation, and timely communication of relevant information.
- Pull and analyze reports from the Association Management System (AMS) to support strategic planning and operational needs.
- Perform other duties as assigned to support the strategic and administrative needs of the Executive Offices.
Minimum Experience Requirements
- Proven senior-level experience supporting a Board of Directors in an Executive Assistant, Chief of Staff, or comparable leadership support role
- Demonstrated ability to manage multiple priorities and work effectively in a fast-paced, high-demand environment
- Exceptional verbal and written communication skills, with a focus on clarity, professionalism, and precision
- Strong administrative, technical, and interpersonal skills with a high degree of discretion and professionalism
- Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
- Bachelor’s degree in a relevant field preferred
- Minimum of five years’ experience in a senior executive support role, ideally within a large association, government agency, law office, or academic institution
Compensation: $85,000.00 - $95,000.00 per year
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
APCO International is the world’s oldest and largest organization of public safety communications professionals and supports the largest U.S. membership base of any public safety association. It serves the needs of public safety communications practitioners worldwide - and the welfare of the general public as a whole – by providing complete expertise, professional development, technical assistance, advocacy and outreach. APCO International is headquartered in Daytona Beach, FL, with an additional office in Alexandria, VA.
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