Executive Assistant

1 month ago

alexandria, United States American Academy of Otolaryngology Full time

Reporting Structure:

  • The Executive Assistant reports to the EVP/CEO.


Qualifications:

  • Experienced, polished, and professional individual to provide administrative support to the Executive Vice President/CEO (EVP/CEO).
  • BA/BS preferred and at least 3-4 years of executive administrative experience reporting directly to executive management.
  • Experience in a non-profit association preferred.
  • Requires an organized and flexible individual who can successfully juggle multiple priorities.
  • Ideal candidate will be self-motivated, detail-oriented, reliable, energetic, and well organized.
  • Position involves exposure to sensitive and confidential information, requiring discretion and sound judgment.
  • The successful candidate will possess excellent computer (MS Office suite), communication, and interpersonal skills.
  • Superior attention to detail, organizational, and time management skills are necessary.
  • Must work well independently, take initiative on projects, and be flexible in helping others when the need arises.
  • Excellent writing skills, ability to proofread and edit documents required.
  • Outstanding customer service skills a must.


Key Responsibilities:

  • Provide day-to-day administrative support to the EVP/CEO.
  • Coordinate information flow to and from the EVP/CEO’s office, including but not limited to meeting requests and documents for signature and review.
  • Provide support related to the participation in all external liaison roles, including the Specialty Society CEO Coalition, CMSS, ACS, AMA HOD, etc., and others as assigned.
  • Coordinate Annual Meeting daily schedule for the President, President-Elect, and EVP/CEO.
  • Staff liaison to the Boards of Directors.


Specific Duties:

  • Ensure EVP/CEO’s daily schedule is accurately entered and updated in Outlook, including as appropriate in the Office Cal.
  • Schedule all EVP/CEO meetings, presentations, and conference calls; organize all EVP/CEO meeting and conference related materials, meeting registrations, hotel reservations, travel folders and itineraries.
  • Hold weekly calendar review meetings with the EVP/CEO to review travel folders, scheduling, deadline reminders, etc.
  • Answer calls, copy, scan, fax, and file as requested.
  • Prepare EVP/CEO monthly expense reports and PTO requests.
  • Prepare monthly BU purchase card expense reports.
  • Prepare and distribute the weekly Executive Leadership Team agenda.
  • Draft and edit correspondence as needed for EVP/CEO.
  • Review and edit, as appropriate, all draft materials presented to the EVP/CEO for approval; password secure all correspondence signed by the EVP/CEO before it is distributed.
  • Draft correspondence (letters, emails, etc.) to internal and external parties on behalf of the EVP/CEO as directed and requested.
  • Provide administrative support to the EVP/CEO related to his participation in a wide-range of medical specialty societies; capture all file attachments distributed by the CMSS, S2C2, ACS, AMA, and other organizations for EVP/CEO reference.
  • Do monthly follow-up with executive leaders of the AAOA, ARS, and AAFPRS for agenda items for their monthly call with the EVP/CEO.
  • Coordinate with the AAO-HNS/F President and his/her personal assistant to ensure all meetings and events requiring his/her participation on behalf of the AAO-HNS/F are calendared and itineraries prepared accordingly.
  • Assist the President in securing housing when appropriate.
  • Update and maintain the contact list of all society presidents; create and/or update the Outlook group distribution list for EVP/CEO.
  • Prepare the Officers’ Daily Schedule and meeting materials for annual meeting (President, President-Elect, EVP/CEO) in collaboration with Sr. Director of Finance and Administration.
  • Assist EVP/CEO with Power Point presentations, formatting letters on appropriate AAO-HNS/F letterhead, etc.
  • Order business cards for EVP/CEO and for new President as needed.
  • Develop, nurture, and maintain professional, congenial relationships with AAO-HNS/F leadership, as well as with leaders and senior staff of other specialty medical societies.
  • May participate on an internal team, either through formal assignment, or on an ad hoc basis.
  • Consistently demonstrate courteous, cooperative, and helpful behavior to all contacts, internal and external.
  • Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either orally or in writing.

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