Administrative Assistant

1 week ago

Washington, United States Intellectual Property Owners Association Full time
Job DescriptionJob DescriptionSalary:

About IPO and IPOEF

Intellectual Property Owners Association (IPO) is a 501c6 trade association that represents IP owners and advocates for effective and affordable IP rights. IPO has a subsidiary 501c3 foundation, the IPO Education Foundation (IPOEF) with the mission to promote an understanding and respect of intellectual property and its value to society and a strategic priority to focus on innovation and creation by, within, and for underrepresented communities This position supports both organizations.

 

IPO Board Management


  • Responsible for all aspects of board meeting agenda and materials preparation including posting to Board Effect, all related correspondence and scheduling.
  • Provides support to board-level committees (Executive, Nominations, etc.
  • Board Member Administration
    • Helping to Onboard new board members
      • Scheduling orientation
      • Distributing handbook and BoardEffect information
      • Updating website with officers and auditing periodically
    • BoardEffect Management
      • Maintaining/Updating to Board Directory, Library, board books, and events
    • Drafting and sending memos on to the board as requested


General Support, Scheduling, and Travel

  • Administrative support for Executive Director and staff attorneys
    • Travel arrangements
    • Expense report/reconciliation 
  • Serve as back-up person for sending the IPO Daily News email as needed for coverage
  • Update and send quarterly progress report to IPO board
  • Handle some aspects of planning and posting to IPO and IPOEF social media accounts, content planning


IPO Education Foundation Support

IPOEF Board Management

  • Responsible for all aspects of board meeting agenda and materials preparation including posting to Board Effect, all related correspondence and scheduling. Includes distributing meeting invites and RSVPs, attending and controlling slide deck during meetings, preparing meeting minutes for review/approval following each board meeting.
  • Drafting and sending memos on to the board as requested
  • Provides support to board-level committees

Annual Foundation Awards Celebration 

  • Processing incoming payments
  • Sending receipts/post event tax deduction info 
  • Assistance with collecting guest names for tables

Fundraising 

  • Processing payments
  • Sending thank you letters 
  • Updating the website with donors (+ auditing website periodically)

Board Member Administration

  • Helping to Onboard new board members
    • Scheduling orientation
    • Distributing handbook and BoardEffect information
  • BoardEffect Management
    • Maintaining/Updates to Board Directory, Library, board books, and events

Overview

The ideal candidate is highly organized, skilled at multi-tasking, and has some experience supporting one or more executives. This position supports the main IPO board and the Foundation board, and there is crossover where some individuals are members of both boards. There will be times at which both boards of directors (IPO and IPOEF) have meetings on the same day or within a week of each other and a successful candidate for this role will take this in stride, meet deadlines, remain organized, and execute details for both boards and board meetings without error. This role includes significant collaboration with other teams on the staff to assemble meeting agendas, collect and post materials, and seek approvals when needed.


Qualifications

  • Bachelor’s degree required.
  • Proficiency with MS Office (Word, Excel, PowerPoint, Outlook) required.
  • Ability to apply sound judgment in decision-making and problem-solving and when making recommendations for process improvements.
  • Strong attention to detail.
  • Ability to work in a small team environment.
  • This is a hybrid role with 1-2 days in the IPO office in downtown Washington, DC.

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