Executive Assistant

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.