AACC, a global scientific and medical professional organization dedicated to clinical laboratory science and its application, seeks an Executive Assistant to the CEO.
The Executive Assistant to the CEO, will with minimum supervision, provide administrative support to the CEO and President, which includes communications with the Board of Directors, the association’s members, the Executive Team, internal and external customers that support the association in its day-to-day activities. This highly-visible position requires the ability to handle matters that are confidential and time-sensitive in nature; analytical and problem-solving skills; excellent communication skills (written and verbal); the ability to prioritize; the ability to plan and execute responsibilities independently; good judgment; and the ability to build collaborative working relationships with staff at all levels, across departments, and externally.
Specific duties include:
Provide Support to the CEO and the Executive Office:
Liaison between CEO, Vice Presidents, and staff for coordination of workflow and completion;
Responsible for all activities associated with executive calendar, scheduling, travel arrangements, office administration, major meetings and project management;
Maintains, and when necessary, develops all executive office-related forms, processes, procedures, files, and records;
Manages flow of incoming correspondence, screening and responding to email as directed;
Manages telephone communications for the CEO;
Supports written communications by drafting correspondence coordinating follow-up as directed;
Prepares the CEO for meetings by conducting research and preparing meeting packages;
Prepares CEO’s expense reports;
Prepares and administer the operating budget for the executive office;
Based on the budget assumptions approved by the CEO, prepares draft operational and financial plan to support the budget;
Monitors financial reports relative to the executive office, attesting to the correctness of charges against budget, monitors adherence to the budget parameters throughout the year and prepares for the CEO the initial rendering of the end of year projections;
Responds to general inquiries and appearance requests on CEO’s behalf.
Provide Support for the President and the Board of Directors:
Provides administrative support to the President and Board of Directors;
Serves as the link between the members of the Board and the staff relating to all logistical and administrative matters leaving the CEO to work with the Board on strategic and programmatic matters;
Prepares all Board of Directors meeting materials to include: Board Book, Agenda, Meeting Minutes, and Committee Reports for distribution to Board members within a specified time frame;
Maintains a historical record of all Board actions;
Works with the Meetings Department staff to select venues, food and beverage, and room setup for all Board meetings;
Prepares and processes expense reports, hotel and restaurant invoices, etc. for all Board and Committee members;
Updates and prepares annual Orientation Manual for Board and Committee Chairs;
Plans, prepare invitations, and oversee President’s informal gatherings, as well as the President’s Reception, National Society of Presidents, and the Past-President’s Lunch during the annual meeting;
Creates and maintains President’s travel schedule and calendar;
Schedules meetings for President with other associations, the CEO, and others as needed;
Responds to general inquiries and appearance requests on President’s behalf.
Governance & Committee Management:
Working with the Vice President of Policy and Global Affairs, oversee all association committees and staff liaisons, to include: committee meetings, staff liaison training, quarterly reporting, annual meeting meetings, and ongoing program development;
Working with the CEO and committee Chairs, develops agendas and reports for the Nominating Committee and other committees and workgroups;
Plans and selects venue, hotel, and food and beverage for annual Nominating Committee meeting;
Collaborating with the Nominating Committee Chair, ensures that the process is in accordance with the Association’s Bylaws;
Prepares all correspondence to include: candidate selection, candidate election documentation, and calls to membership for nominees;
Responds to general inquiries relating to other committees’ processes;
Assists the President-Elect with the annual member appointment for various committees, taskforces, and workgroups;
Manages the Association’s annual election process to include: preparing and distributing election schedule and slate of candidates; gathering candidate CV and platform statement information for National Ballot; generating all notification correspondence relating to annual election; coordinating all election material; managing distribution of ballots to membership; and announcing election results to the Board and membership;
Manages the committee management and association liaison budget.
Other Duties and Responsibilities:
Establishes and maintains professional presence when representing the Association;
Exhibits and promotes a degree of professionalism consistent with Association standards in performance, behavior, and appearance;
Interacts with all AACC personnel to facilitate positive productive working relationships;
Participates on several office committees;
Travels, when necessary, to attend and facilitate Board of Directors meetings; to accompany the CEO for stakeholders and collaborative meetings with other organizations and associations.
KNOWLEDGE, SKILLS, ABILITIES
Ability to organize and administer work flow, prioritize multiple and varied tasks within broad guidelines.
Substantial knowledge of association management and leadership.
Working expertise with Microsoft Office Suite and membership databases (e.g. iMIS)
Highly developed interpersonal, oral and written communication skills.
Customer service above the norm
Can decide which matters should be confidential and keep them so
Interpersonal skills to deal effectively with the Board of Directors, senior staff, committee chairs as well as industry and external representatives.
Maturity that comes through both life and work experience, and includes the ability to accept direction; cooperate for the good of the whole; separate personal agenda from business priorities; keep healthy respect for position without self-effacement or feelings of superiority; accept criticism, change quickly with the changing environment; and most importantly balance requirements of the position in line with the expectations of the CEO.
EDUCATION and/or EXPERIENCE
Bachelor's degree (B. A.) from four-year college or university and three to five years’ related experience and/or training; or equivalent combination of education and experience. Ability to prioritize assignments, interact with and respond to members’ needs and concerns, and maintain confidential information is required. Prior association experience helpful.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from managers, members, customers, and employees.
Word processing proficiency and ability to produce merge letters and other correspondence, and proficiency in Windows applications is required.
AACC is an international scientific/medical society of clinical laboratory professionals, physicians, research scientists and other individuals involved with clinical chemistry and related disciplines. Founded in 1948, the society has over 8,000 members and is headquartered in Washington, DC.
Our vision is to provide leadership in advancing the practice and profession of clinical laboratory sc...ience and its application to health care. We are best known for the journal Clinical Chemistry, the most cited in the field, and for our annual meeting, the world's largest lab medicine conference with nearly 20,000 participants from more than 100 countries. AACC offers many programs that address the scientific, clinical, technical, and management challenges facing laboratory professionals.