Executive Assistant & Member Committee Coordinator

The Executive Assistant’s primary role is to provide administrative support to the Office of the Chief Executive Officer including exceptional logistics support to the Board of Directors. They ensure that all interactions under their purview are handled appropriately and in a timely fashion. They support critical team building functions including recruitment, new staff orientation, and staff retreats for a remote-based work team. They partner with the Administrations Team by heading up 2 member Committees. They have a dotted-line reporting structure with the Director of Administration.

This role ensures that the CEO’s schedule is well-managed, and meetings are scheduled as needed. The Executive Assistant ensures all necessary pre-meeting reports, and any other required briefing materials in advance of each day’s activities. The Executive Assistant attends many meetings and takes notes, producing high-quality and succinct minutes and related materials. The Executive Assistant works closely with the Director of Administration and other members of the Leadership Team.

Principle Duties:

· Manages scheduling requests for and by the CEO. Gathers and drafts meeting agendas as needed. Attends some meetings taking notes as needed.

· Drafts correspondence, memos, generates minutes and other documents on behalf of the CEO.

· Receives, screens, and places phone calls; provides CEO phone coverage.

· Coordinates travel for CEO and manages reimbursement process. Is available remotely for support during travel in cases of logistical changes.

· Coordinates logistics as required for Board of Directors meetings,coordinates Board Member travel with their EAs. Coordinates reimbursements of Board members for their duty-related travel. Maintains a calendar of future Board meetings. Coordinates logistics with outside presenters and speakers as needed.

· Provides logistics support for the Employee Engagement Committee, planns and follows up on EEC initiatives. Serves as a member of the EEC.

· Organizes and updates files, both paper and electronic, for the CEO.

· Processes invoices and other budgetary items for the CEO Office and for the Board of Directors insuring prompt processing and accuracy of all.

· Maintains and orders office supplies for the CEO.

· Works closely with Director of Administration to support the CEO and meet all needs in a timely and accurate manner.

· Coordinates logistics and preparation for one to two all-staff retreats per year as well as one to two Leadership Team retreats per year. Sources venue. Manages budget including staff travel, food/beverage, A/V, and team building activities.

· Serves as an on-boarding resource for the organization. Working with the HR consultant as needed.

· Coordinates logistics for select Board committee meetings including setting up in-person or remote meetings; managing venue and vendor selection as needed; managing budget. Preparing and distributing minutes.

· Supports two AATS Member committees:

• Wellness Committee

• Supporting the Committee’s initiatives through administrative efforts and, budget and timeline management
• Support the development and publication coordination of wellness related documents
• Oversee development and implementation of any presented sessions

• Scientific Affairs and Government Relations (SAGR) Committee

• Providing administrative support to the Committee’s initiatives, goals, and success metrics including but not limited to:

• Monitoring and promoting grant opportunities for surgeons
• Coordinate meetings with members and government agencies
• Provide updates to the membership when necessary
• Aid in developing programs to support SAGR initiative

1. Essential Use of Following Tools:

• Ability to use all standard office equipment including Computer, Printer, Fax Machine, Phones, Voice Mail, photocopiers, etc.
• Sophisticated use of MS Word, Excel, and PowerPoint.

2. Essential Training/Certifications:

• College degree required.
• Minimum three years Administrative Assistant, Executive Assistant, or similar office experience required.

3. Essential Skills/Knowledge:

* Strong organizational skills and attention to detail critical

* Exhibits high level of professionalism, discretion, confidentiality and sound judgment at all times

* Strong writing, reading and math skills

* Ability to communicate clearly and concisely, both verbally and in writing

* Ability to maintain confidentiality of highly sensitive information

* Ability to work effectively under pressure and to prioritize work, often juggling multiple assignments within short timeframe. Must meet deadlines

* Problem-solving skills

* Strong interpersonal skills

* Analytical and critical thinking skillls

* Comfortable working in a remote work environment.

* Ability to learn other computer software programs, and enter and maintain accurate data/information

Benefits: 100% employer paid health insurance, vacation leave, sick leave, personal days, holidays, life insurance, short term and long term disability, 401k with match and more!

Founded in 1917, the American Association for Thoracic Surgery (AATS), along with its philanthropic arm, the AATS Foundation, has sought to advance the field of cardiothoracic surgery. It is an international organization whose members have a proven record of distinction within the specialty and have made significant contributions to the care and treatment of cardiothoracic disease throughout the world.

AATS is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.

Job Type: Full-time

Pay: $48,000.00 - $56,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Administrative Assistant: 3 years (Required)
• Non-profit Association: 2 years (Required)
• Event Planning: 2 years (Required)
• Nonprofit Program Committee: 1 year (Required)

Work Location: Remote