The Association of Academic Health Centers (AAHC) serves a membership encompassing 150 academic health centers in the US and around the world. These institutions are pioneers in biomedical research, and in providing cutting edge treatment for patients and advanced education for the next generation of health care providers. Academic health centers are major employers in their communities, first responders to public health emergencies, and providers of a safety net for the uninsured and underinsured. AAHC is financially strong, with a staff of 13, and a warm, collegial, professional environment.
In this role you will support our newly appointed CEO and regularly interact with people at the top echelon of medicine and academia. This is an exciting time to join AAHC and build new working relationships while helping us develop innovative programs to support and grow the membership. You will serve as the “information hub” for the Executive Office, and will be privy to high-level, and often confidential, matters across the organization. Your success will hinge on your ability to connect the dots between the needs of the staff and membership, create and maintain strong internal and external relationships, and exercise excellent judgment and discretion, while always being service-oriented and gracious. In this highly visible role, your excellent communication skills and high level of personal integrity are critical.
Responsibilities of the Executive Assistant
Exercise good judgement and discretion in organizing and maintaining the electronic calendar including managing telephone calls and visitors; arranging and coordinating appointments, meetings, and functions; and preparing and providing appropriate documentation to assist with meetings. Resolve conflicting demands on the CEO’s time.
Attend board and committee meetings and draft/distribute meeting minutes; prepare and distribute other post-meeting documents and correspondence as necessary.
Work across multiple organizations and time zones to schedule conference calls of board committees and other leadership groups.
Build relationships with the executive assistants of member leadership, key volunteers, and other stakeholders to ensure effective communication.
Coordinate complex travel arrangements, developing complete and comprehensive itineraries, booking flights and accommodation, and arranging meetings and visits.
Prepare drafts of correspondence, committee agendas, and other documents to a high degree of accuracy and professional presentation.
Work with COO on personnel related projects such as updating the handbook or researching new policies/best practices. Track and manage staff leave records (vacation, sick leave).
Work closely with the Office Manager to ensure backup for core internal systems (answering phones, managing vendors for equipment support, etc.).
Serve as onsite support for meetings, as required (including travel once per year for the Annual Meeting).
Qualifications of the Executive Assistant
A Bachelor’s degree is required.
Prior experience supporting a senior executive or executive level team.
Demonstrated high level of professionalism, integrity and discretion.
Excellent written communication skills; ability to draft correspondence.
Ability to work across a variety of levels within AAHC and member institutions.
Commitment to a team based, highly collaborative work environment.
Trustworthiness and honesty.
Superior attention to detail.
An understanding of and enjoyment working in a service based organization. Prior experience working in an association or non-profit is preferred.
Ability to receive, screen, and manage incoming phone calls in a professional, polished, and responsive manner.
Attributes of the Executive Assistant
Organized. Your attention to detail is supported by your organizational skills. You appreciate order and know how to achieve it efficiently.
Confident and pleasant. You understand that everyone is a “customer” and should have a superior service experience when contacting the CEO’s office.
Service-oriented. You take pride in running a highly organized office and exceeding others’ expectations. You enjoy supporting an executive and finding solutions that help make their work easier.
Exceptional communicator. You are known for your poise, tact, and diplomacy. You confidently engage across multiple stakeholder groups.
Collaborative. You are grounded in our organizational values of sharing information and working cooperatively. You value working in a cohesive team environment.
Discreet. You are friendly and professional with everyone and never divulge confidential information. You understand that the CEO and COO must be able to trust you unequivocally.
What’s Attractive to the Right Executive Assistant Candidate?
This is a highly visible role – your work will support some of our nation’s most elite leaders in healthcare, business, and academia.
We have a collaborative culture where we work closely together and welcome new ideas. Your colleagues are a team of bright and talented individuals.
You will work a predictable schedule during regular business hours with minimal overtime. This is a workplace that values and supports a healthy work/life balance.
AAHC is financially strong and offers a generous benefits package.
To Apply for the Executive Assistant position:
Simply email your resume to Gina Schurman at email@example.com with “AAHC – Executive Assistant / 2018-2381 ASAE” as the subject of the email.
Staffing Advisors has been engaged to find the right candidate and is committed to helping create a diverse work environment for our client. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law. This position may require pre-employment screening potentially including a criminal background check, verification of academic credentials, licenses, certifications, and/or verification of work history.