Note: The job is a remote job and is open to candidates in USA. The Association of American Medical Colleges is a not-for-profit association supporting medical education, medical research, and patient care through its member institutions. The Senior Administrative Associate provides senior-level administrative support to professional development affinity groups and communities, including scheduling, meeting logistics, constituent records, communications, and conference support.
Responsibilities
- Schedules appointments, conference calls, and meetings
- Completes and processes reimbursement documentation for constituents
- Partners with CE leader and specialist to develop correspondence, presentations, and meeting agendas
- Takes meeting minutes and summarizes action items
- Provides technical (e.g., Microsoft Teams, Zoom meetings setup) and logistic (meeting rooms, catering, constituent travel arrangements, notetaking, etc.) support for meetings
- Communicates effectively with team leaders, directors, and specialists about status and progress of task completion
- Travels to professional development conferences to support logistics and onsite programming as well as network with constituents
- Works and collaborates with member services team to input and maintain accurate constituent records for multiple affinity groups
- Independently carries out extensive research as needed (including personal outreach to deans and CEO offices) to update/complete all membership records
- Drafts communication for, and communicates with, all levels of constituents
- Manages multiple non-human mailboxes and virtual communities, if applicable
- Updates and distributes constituent onboarding materials
- Ensures successful distribution of group newsletters, updates virtual communities and websites, etc
Skills
- Associate's degree or equivalent experience
- 5 - 7 years of related work experience
- Minimum of three (3) years of experience in a complex and fast-paced organization and in handling multiple priorities
- Strong oral and written communications skills, including ability to take notes, write meeting minutes and correspondence, proofread and write at a highly professional and technical level
- Substantial experience managing calendars
- Substantial experience with completing meeting logistics and travel arrangements
- Excellent time management and organizational skills, including ability and flexibility to work on multiple projects simultaneously with different task leaders
- Prioritize tasks with attention to established timelines/deadlines
- Complete projects accurately and on time
- Address tasks that arise unexpectedly
- Sound interpersonal skills, including ability to work well both in a team environment and independently
- Interact cooperatively and productively with employees at all levels across an organization, and with constituents and stakeholders, including the public
- Proactively identify processes/tasks to ensure successful completion of projects
- Proficient in Microsoft Office
- Familiarity with Salesforce Marketing Cloud & Virtual Communities Platforms
- Electronic and hardcopy files management
- Experience updating Web sites
- Proficient in using the Internet and other databases to collect information
- Strong knowledge of association management data systems and/or customer relationship management systems
Benefits
- Hybrid Work – Primarily remote roles with the ability to work across the U.S.
- Medical, dental, and vision coverage
- Wellness programs
- Fitness reimbursement
- Paid time off
- Holidays
- Personal days
- Sick leave
- Paid parental leave
- Short- and long-term disability benefits
- 403(b) retirement plan with generous employer contributions
- Financial planning resources
- Backup care for children, elders, and pets
- Resources for families with specialized needs
- Tuition reimbursement
- Professional learning and development opportunities
- The chance to advance a meaningful mission
Company Overview
Company H1B Sponsorship