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.
