To be part of the AMA is to be part of our Mission to promote the art and science of medicine and the betterment of public health. Join the AMA team as the Executive Assistant to the team. As an Executive Assistant, you will support the Senior Vice President- Advocacy, managing day to day administrative duties for the DC-based SVP Office. You will provide support to the visiting EVP, Board of Trustees, senior staff, and the Director, Advocacy Planning & Management.
Other responsibilities will include:
Manage all aspects of the Senior Vice President’s (SVP) schedule, including all meetings, appointments, and events. Assure that SVP has necessary materials in advance of meetings. Develop and maintain SVP’s calendar of activities; effectively and diplomatically prioritize meeting requests. Produce daily, monthly and yearly calendar of activities, accurately detailing all events. Provide regular follow-up to ensure SVP is adequately informed of all meeting details, and ensure others are kept informed as necessary.
Manage SVP’s travel schedule and business expenses. Handle all travel details including flight, hotel, and rental car. Submit SVP’s business expense reports in a timely manner; ensure prompt payment of all expenses and monitor credit card account. Serve as back-up to assist with the coordination of the processing of checks and vendor payments with AMA Finance in Chicago and manage financial records for the Washington DC office. This includes assigning budget numbers to all invoices, payments to vendors, vendor files, and setting up new vendors. Research and tracks questions/discrepancies regarding budget numbers, payments to vendors and staff reimbursement checks. Assist with yearly audits of accounts payable.
Coordinate daily operations to ensure the smooth and effective operation of the SVP office. Communicate all requests and their disposition to SVP as needed, ensuring prompt response. Prioritize confidential, senior management, and Trustee requests as appropriate. Whenever possible handle calls personally or redirect calls to the proper staff as appropriate. Coordinate DC office administrative duties with Chicago based assistants, including the SVP’s schedule, meetings in Chicago, and general communication between the two locations. Answer routine correspondence and calls; process all incoming mail for the SVP. Assist the SVP in his capacity as member of outside committees.
Assist with the development of SVP presentations (e.g. power points, memos, etc). This includes enhancing formats, proofing materials and enhancing array of communications. Must be able to perform basic research functions using Internet tools and generate material in timely fashion.
Represent the Washington DC office as the primary point of contact for Trustee and senior management visits. Provide administrative support to visiting executives including the EVP, senior management, Vice Presidents, and members of the Board of Trustees while they are in the Washington Office. Provide administrative support to the Director, Advocacy Planning & Management as needed.
College degree required.
Minimum of five years work experience in a professional office environment required, ten years preferred, to include solid knowledge of standard business practices / methods.
Supervisory / leadership experience helpful, as incumbent is expected to set an example for other support staff in the DC office.
Strong multi-tasking, planning, and organizational skills needed.
Excellent interpersonal, verbal, written, communication skills.
Diplomacy and tact are required in everyday dealings with internal and external contacts.
Must be able to work independently and exercise sound judgment in executing responsibilities.
Discretion and integrity required, as incumbent has access to highly confidential information.
PC literacy required including Excel, Word, PowerPoint, and Outlook; strong power point skills essential.
Good accounting/financial skills.
Good proofreading skills.
Occasional extended hours involved.
The AMA offers competitive salaries, including an incentive plan and excellent benefits. Our office is a business casual environment and we respect work-life balance. Please apply to https://ama-assn.csod.com/ats/careersite/JobDetails.aspx?id=744&source=ASAE. The American Medical Association is located near Union Station and the Capitol in Washington D.C.
We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment. As an EOE/AA employer, the American Medical Association will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, sexual orientation, gender identity and veteran or disability status.
THE AMA IS COMMITTED TO IMPROVING THE HEALTH OF THE NATION
Internal Number: 744TC
About American Medical Association
The American Medical Association helps doctors help patients by uniting physicians nationwide to work on the most important professional and public health issues.
AMA policy on issues in medicine and public health is decided through its democratic policy-making process, in the AMA House of Delegates.
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