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Executive Administrative Assistant

4 months ago

Washington, United States MCRA Full time

Notice: MCRA's Talent Solutions division works to untie top talent with opportunities on our clients' teams. This posting is not for a position directly at MCRA, but rather for a position with a MCRA client that our team is helping to recruit and fill.

MCRA's client, a nonprofit organization composed exclusively of manufacturers specializing in orthopedic surgical appliances, implants, instruments, equipment, and orthobiologics, is seeking an Executive Administrative Assistant to support the organization's efforts and activities. Since its establishment, our client has remained actively engaged in shaping industry standards and regulatory guidelines surrounding orthopedic devices. They are dedicated to educating their members on regulatory affairs and providing a platform for regulatory professionals to connect, communicate, and collaborate with global regulatory agencies and healthcare experts.

Who We Want:

* Meticulous Documenters: Detail-oriented person who enjoysmaintaining meticulous documentation of reports, metrics, proposals, and presentations.
* Relationship Builders: Create genuine, trusting relationships with Board of Directors and member company representatives, consultants, fellows, and strategic partners through strong interpersonal skills enabling collaboration and influencing others to achieve results.
* Organized Communicators: Highly organized with strong attention to detail and ability to clearly communicate detail with business partners.
* Collaborative Partners: People who build and leverage relationships to bring together ideas, data and insights to drive continuous improvements across the organization

What You Will Do:

* Provide high quality administrative support to the Board of Directors& Committees
* Calendar management for BOD, Committee and Quarterly meetings,
* Responsible for managing meeting agendas, recordings, minutes, action items, BOD resolutions
* Responsible for ensuring the accuracy of presentations and reports
* Responsible for scheduling bi-weekly conference calls and quarterly meetings of Board of Directors ("Board")
* Maintain records and ensure the effective management of the organization's records including maintenance of the membership lists and contact information
* Maintain a working knowledge of the legal and financial records (as provided by the Secretary) and provide advice regarding the same at meetings
* Draft and distribute annual reports
* Maintain records relevant to organization members, suppliers, and other individual/organizations as directed
* Provide administrative support to various working groups within the organization as directed by the Board.
* Ensure that accurate organizational information as approved by the Board's Secretary is posted on the organization website.
* Schedule and attend Meeting Planning Committee (MPC) bi-weekly meetings; notes and distribution to meeting attendees;
* Oversee organization of quarterly meetings, including but not limited to:
* Oversee meeting registrations to ensure appropriate meeting setup (through online or other meeting planning tools (i.e., Eventbrite)
* Prepare a list of meeting attendees and ensure meeting room(s) is/are set up to accommodate meeting attendees, including AV needs
* Prepare name badges and sign-in sheets for meeting attendees
* Prepare the meeting agendas and post to website in advance of the meeting
* Reach out to Working Group Chairs and presentersin advance of meeting to prepare and consolidate presentation materials
* Set up AV equipment, project and advance slides during meeting
* Keep meeting notes
* Coordinate in-person / virtual meetings, as appropriate (including but not limited to: meeting invitations, announcements, track meeting registrations and attendance, coordinate logistics for guest speakers; compile and distribute agenda)
* Transmit dues notices to members and provide additional administrative assistance to the Treasurer as required
* Receive general inquiries and new membership applications and ensure they are distributed to the appropriate Board members as soon as they are received;
* New member onboarding; access to member section of website

What You Need:

* High School Diploma required; Bachelor's strongly preferred
* 5+ years of relevant work experience required
* Knowledge of the Food and Drug Administration's("FDA") medical device requirements and orthopedic industry experience is preferred
* Advanced understanding of clerical administrative support to executives and leaders preferred
* Advanced proficiency in MS Office (MS Word, MS Excel, MS Powerpoint)
* Ability to work within tight deadlines and multiple priorities
* Excellent verbal and written communication skills required
* Available for calls, meetings during business hours; occasional evening meetings for voting members or ad/hoc board calls

Additional Details:

* Annual base paid monthly
* Travel to quarterly meetings is required
* The role requires approximately 30 - 35 hours weekly

$65 - $70 a year