The American Medical Informatics Association (AMIA) is seeking an experienced Executive Assistant to provide the first point of contact for members, staff, and others who interact with AMIA’s President and Chief Executive Officer. This is a visible role managing many details that will have a direct impact on making the CEO and the board of directors more efficient. The Executive Assistant manages and coordinates the activities the President and CEO in accordance with budgets, policies, and goals of AMIA. Responsibilities include coordinating the President and CEO’s calendar, travel expenses, correspondence with AMIA leaders and partners, managing meeting agendas and details, day-to-day activities, and key initiatives and projects for the President and CEO. The Executive Assistant also provides support to AMIA’s board of directors which includes developing agendas, meeting minutes and scheduling. Demonstrated proficiency in supporting a busy executive and volunteer leaders is essential. The position reports to the President and CEO.
Key Executive Support Responsibilities:
Organize and maintain the CEO’s electronic calendar including arranging and coordinating appointments, meetings, and functions determining the priority and preparing and providing appropriate documentation to assist with meetings
Develop meeting agendas, prepare minutes as assigned and follow-up on task lists and deliverables for the President and CEO, from both internal and external stakeholders
Support AMIA staff as related to their need for interaction and consultation with the President and CEO
Provide a positive experience when interacting with members and others; connect constituencies as reasonable
Be knowledgeable about AMIA policies and procedures that support the President and CEO’s functions including AMIA’s travel and budget policies, conflict of interest and code of conduct
Maintain internal controls and safeguards for receipt of revenue, expenses, and accurate documentation
Serve and communicate as AMIA’s inter-organizational liaison for specific strategic groups
Participate in the development of the annual budget for the President and CEO’s travel and maintain yearly travel schedule
Produce a schedule of onsite events for the President and CEO at AMIA meetings and conferences and manage competing priorities
Anticipate the needs of the CEO and the organization to help ensure that the executive office runs efficiently and smoothly and that our members are well-served
Assist the President and CEO in managing projects and initiatives as requested
Key Board Support Responsibilities:
Provide support to AMIA’s board of directors by scheduling meetings, developing agendas, meeting minutes and presentation materials
Attend board and executive committee meetings/calls. Draft and distribute meeting minutes and prepare and distribute other post-meeting documents and correspondence as necessary, including follow-up action where required
AMIA is a 2017 When Work Works Award Winner and was recognized as a Top Employer of Choice for an Effective and Flexible Workplace. AMIA is pleased to offer benefits that include fully paid medical, dental, long term disability, and life insurance in addition to a retirement program and an attractive paid leave plan. To be considered, candidates should respond with a resume and salary requirements to Phyllis Burchman at firstname.lastname@example.org. Please insert the job title in the subject line. Qualified local candidates will be contacted for interviews. No telephone calls will be accepted.
Required Education, Experience and Skills:
An understanding of non-profit member focused organizations and a high degree of awareness of the value, purpose, culture and mission of not-for-profit organizations
Exceptional attention to detail and highly organized
Minimum of 8 years proven experience supporting a busy executive and board preferably in a service-driven membership organization
Project coordination experience
Demonstrated ability to work independently, in a customer focused, team-oriented environment
Creative and strategic thinker with a strong intellect and proactive style; ability to exhibit diplomacy, tact and remain calm while still advancing tasks
Confident interacting with AMIA’s most senior leaders. Excellent written and oral communication skills, strong interpersonal skills and exemplary telephone manners.
Education – College degree required
Technical Skills –Exceptional MS office skills including Outlook, Excel, PowerPoint and the use of other technologies (e.g. Doodle, conference calls, mobile apps)
Travel to 3-4 meetings per year may be required.
Association experience and familiarity with an association management system (AMS) or customer relationship management (CRM) database highly desirable
About American Medical Informatics Association
The American Medical Informatics Association (AMIA) is the professional home for more than 5,500 informatics researchers and practitioners, healthcare professionals, and thought leaders in biomedicine, health care, and science. AMIA is an unbiased, authoritative source within the informatics community and the healthcare industry in the US and globally. AMIA aims to lead the way in transforming health care through trusted science, education, and the practice of informatics. AMIA's program and services are centered on the core purposes of:
• Advancing the scientific foundations of informatics
• Promoting the education of informaticians
• Assuring that health information technology is used most effectively to promote health and health care
• Advancing the profession of informatics
• Providing products and services for AMIA members including scientific symposia, educational programs for professional certification, a professional journal (JAMIA), and support for networking and professional development.