Executive Assistant – Medical Societies
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We are seeking an Executive Assistant to provide high-level administrative and operational support to leadership and to our medical society and healthcare association clients. This role will manage calendars, coordinate meetings and travel, prepare materials, and serve as a trusted point of contact to ensure executives and engagements run smoothly.
Position Overview
Key Responsibilities
- Manage complex calendars, scheduling, and time prioritization for leadership across multiple time zones.
- Serve as a primary point of contact for executives, clients, and external stakeholders, maintaining professional and responsive communication.
- Coordinate meetings, board and committee sessions, webinars, and annual conferences, including agendas, materials, logistics, and follow-up action items.
- Arrange domestic and international travel, accommodations, and detailed itineraries.
- Prepare and format presentations, reports, correspondence, and executive summaries for physician leaders and association executives.
- Track deadlines, expenses, invoices, and reimbursements, and support light bookkeeping and budget monitoring.
- Organize and maintain files, records, contact lists, and documentation with a high degree of confidentiality and accuracy.
- Anticipate needs, identify gaps or risks, and proactively resolve scheduling and operational issues.
- Assist with operational projects, governance support, membership initiatives, and organizational planning efforts.
- Build and maintain strong relationships through exceptional organization, discretion, and customer service.
Qualifications
- Bachelor’s degree or equivalent experience
- 2–5 years of executive assistant, administrative, or operations support experience
- Exceptional organizational, written, and verbal communication skills
- Strong attention to detail and the ability to handle confidential information with discretion
- Ability to manage multiple priorities in a fast-paced environment
- Experience supporting medical societies, nonprofits, or healthcare organizations preferred
Preferred Skills
- Calendar and travel management for senior leaders
- Meeting, board, and committee coordination
- Conference or event support
- Expense reporting and basic budget tracking
- Proficiency with productivity and project management software (e.g., Google Workspace, Microsoft Office, scheduling, and PM tools)
Pay Range
Compensation based on commensurate experience.
How to Apply
Fill in the form or email your resume to [email protected] and share what you are most excited about in this role.
