Administrative Assistant, Governance

American Academy of Dermatology•Rosemont, IL

6d•Hybrid

About The Position

The American Academy of Dermatology is seeking an Administrative Assistant, Governance located in our Rosemont, IL. office responsible for providing executive-level administrative support for the American Academy of Dermatology (AAD) and American Academy of Dermatology Association (AADA) leadership as well as the Director, Senior Manager, Governance Structure, and Senior Manager, Governance Operations of the Executive Office. About Us: The American Academy of Dermatology (Academy), founded in 1938, is the largest, most influential, and most representative of all dermatologic associations. A sister organization to the Academy, the American Academy of Dermatology Association is the resource for government affairs, health policy and practice information for dermatologists, and plays a major role in formulating policies that can enhance the quality of dermatologic care. With a membership of more than 21,000 members worldwide, the Academy is committed to: advancing the diagnosis and medical, surgical, and cosmetic treatment of the skin, hair, and nails; advocating high standards in clinical practice, education, and research in dermatology; and supporting and enhancing patient care for a lifetime of healthier skin. To learn more about the Academy please visit our website at www.aad.org, or follow us on these social media outlets: Facebook (www.facebook.com/aadskin) TikTok (www.tiktok.com/@AADskin) Pinterest (www.pinterest.com/AADskin) Instagram (www.instagram.com/aadskin1)

Requirements

Minimum high school diploma or equivalent, with minimum of 2 years’ experience based on position.
Attention to Detail – Able to consistently complete work accurately and locate errors of others.
Collaboration – Establishes and maintains effective work relationships, works cooperatively in group situations. Offers assistance and support to coworkers.
Communication – Apply effective verbal, nonverbal, and written communication methods to achieve desired results. Respond knowledgably to standard business correspondence. Demonstrate sufficient business vocabulary to communicate effectively.
Computer – Expert with MS Office skills (Outlook Word, Excel and PowerPoint).
Decision Making – Collect and analyze information used to make sound business process and procedure decisions.
Dependability – Able to follow through on assignments and instructions in a reliable, trustworthy, and timely manner. Responds productively to requests for service and assistance. Self-starter and highly motivated.
Finance and Accounting – Assist with preparing, managing, and monitoring budget and expenses.
Influence – Ability to successfully develop and manage positive and professional relationships at all levels of the organization.
Organization – Able to organize, prioritize and coordinate tasks. Monitor the progress of tasks and projects.
Quality – Initiates efforts to improve work quality.
Service Orientation – Committed to understanding and meeting the unique needs of internal and external customers.

Responsibilities

Manages receipt and processes of governance-related communications with members and external parties.
Provides support to the Senior Manager, Governance by using templates to draft for review of congratulatory letters, member communications, and other written materials relevant to the Academy’s awards. Assists with the organization and shipping of awards and distribution of ribbons.
Assist Director, Governance and Senior Managers with scheduling internal and external meetings, confirming that timing is appropriate for project and process schedules, there is no overlap or close succession of meetings, unless necessary and approved, and that key individuals are present, including meeting quorum, when necessary.
Track governance project and meeting deadlines and send reminders, as necessary.
Perform administrative department tasks, such as ordering office supplies and arranging department lunches.
Use sound judgement and professional knowledge to determine when the Director, Governance should be informed of issues and/or asked for input/review and follow through in a timely and informative manner.
Track board member and officer donations and provide information to the Senior Manager, Governance Operations.
Development and tracking of board meeting nameplates.
Assists with coordination of other department projects as requested, such as: development of the departmental budgets, etc.
Back-up to team members. Adjust priorities to respond to changing circumstances and ensure quality of finished products.
Perform administrative department tasks, such as ordering office supplies and arranging department lunches.
Use sound judgement and professional knowledge to determine when the Director, Governance should be informed of issues and/or asked for input/review and follow through in a timely and informative manner.