The American Board of Medical Specialties is seeking an Executive Assistant for the Chief Operating Officer.
The Executive Assistant (EA) for the Chief Operating Officer (COO) is responsible for providing high level administrative support, detailed calendar management, & meeting coordination of the COO’s schedule. The EA will work across all levels of ABMS, both internally and externally with our Member Boards. This role requires an in-depth knowledge of ABMS operations, policies, and procedures to proactively handle details of a highly confidential and important nature. This is a full-time, non-exempt position that reports to the COO.
Established in 1933, the American Board of Medical Specialties (ABMS) is responsible for the creation of standards overseeing physician certification in the United States. Dedicated to improving the quality of care to the patients, families and communities they serve, the 24 ABMS Member Boards develop educational and professional standards and programs of assessment to certify physicians and medical specialists. More than 940,000 physicians and medical specialists are certified by one or more of the ABMS Member Boards in one or more 40 specialties and 89 subspecialties. For more information about ABMS, visit www.abms.org
- Provide executive administrative support to the COO by:
- Managing their complex calendar;
- Reconciling expenses;
- Arranging domestic travel;
- Composing and editing correspondence and
- Assisting in the development of presentations and preparing the COO for internal/external meetings and conferences
- Establish and meet deadlines; resolve pressing issues; facilitate workflow and provide appropriate follow-up;
- Serve as a liaison and schedule meetings between the COO, Executive Leadership Team, and employees, as well as Member Board Executives and other external stakeholders;
- Anticipate the needs of the COO and complete tasks with minimal to no supervision.
- Proactively assist with special projects across the organization;
- Support several ABMS committees which include scheduling, taking minutes, ordering food as necessary and general support for the meeting itself;
- An active member of the ABMS annual conference team. Primary responsibility will be for presenter management;
- Run and manage 3 ABMS meetings (Operations Team, Combined Leadership Team and All-Staff). This includes creating agendas and supporting the meeting itself, primarily in a hybrid environment;
- Promote the organization’s mission while representing the COO;
- Provide occasional support for members of the Operations Team; and
- Occasional evening and weekend work and travel to meetings and events.
Skills and Attributes
- Comfortable working remotely, as well as working with a remote supervisor and remote teammates. Will be required to work in the office on occasion;
- Demonstrated customer focus;
- High degree of integrity, ability to maintain confidentiality and use discretion;
- Proven analytical, problem solving and organizational skills;
- Strong interpersonal skills, and an ability to collaborate and build partnerships with other departments in support of shared objectives;
- Strong organizational skills with the ability to work independently, manage time, multiple tasks and shift priorities as needed;
- Superior communication skills, both written and verbal, and an ability to interact respectfully and constructively with diverse individuals.
Education and Experience
- Bachelor’s degree or equivalent education and experience;
- Minimum of 7 years administrative support experience with at least 3 supporting senior, C-level executives, with an emphasis on calendar management (required)
- Experience in creating meeting agendas and running the technology (e.g., using PowerPoint in Teams) for meetings (required)
- Experience in the not-for-profit sector – membership, healthcare, or association setting (preferred);
- Advanced level of proficiency in Microsoft Office 365 (required)
- Prolonged periods sitting at a desk and working on a computer;
- Must be able to lift, push, pull up to 25 pounds at times;
- Position requires frequent use of the computer;
- Position requires continual mental concentration and specific attention to detail;
- Position requires reaching, bending, stooping, and handling objects with hands and/or fingers, talking and/or hearing, and seeing.
ABMS employees are currently working remotely, unless they choose to work in the office. If an employee wishes to visit the office, the employee must be vaccinated against COVID-19 and must provide proof of vaccination upon request, subject to legal exemptions. ABMS considers an employee to be vaccinated against COVID-19 if the employee has received the primary vaccine and one booster dose. This policy may be revised at any time.
Salary and Benefits: ABMS is offering a starting salary between $75,000 and $85,000 per year, based on relevant experience. ABMS also offers a 37.50-hour work week; a comprehensive benefit package including 3 BCBS plan options; Flexible Medical & Dependent Care Spending Accounts, Heath Savings Accounts; Dental and Vision insurance; 401k with a 3% safe harbor match; discretionary annual bonus; and generous paid vacation program.
The Executive Assistant position is based in Chicago and only local candidates will be considered. Based on the responsibilities of this position, it will be necessary to work in our Chicago office as needed.
Closing Date: Monday, April 24, 2023, or until the position is filled.
How to Apply
In addition to sending your resume and salary expectations, you should include a cover letter outlining your experience and the value that you will bring to ABMS.
Send your resume and cover letter to Dan Hoppe, Director, Human Resources, at firstname.lastname@example.org. Please include “Ref: COO_Exec. Asst_3-2023” in the subject line of your email.
This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities. Duties, responsibilities, and activities may change or be added at any time with or without notice.
All qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, gender identity, and sexual orientation, national origin, protected veteran status, disability status, or genetic information.