Administrative Assistant

American Academy of Ophthalmology Inc • San Francisco, CA

37d • $72,928 • Hybrid

About The Position

The Administrative Assistant is a vital member of the Membership & Alliances Division, providing seamless support to the Vice President of Membership and Alliances and division managers. This role ensures smooth daily operations and supports key membership recruitment, retention, and engagement initiatives. From coordinating division communications and meetings to tracking budgets and managing data, this position plays an important role in advancing AAO’s mission and strengthening our membership community.

Requirements

• 2+ years administrative experience supporting executive and director level leadership in a professional setting.
• Minimum of two years of college or formal post-secondary training required; bachelor’s degree preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual platforms (Zoom, Teams).
• Strong organizational skills and ability to manage multiple projects with accuracy and attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Proactive problem-solving skills and ability to anticipate needs.

Nice To Haves

• Experience with membership databases or association management systems (AMS) preferred.

Responsibilities

• Provide executive-level administrative assistance to the Vice President and division leadership.
• Coordinate division calendars, travel arrangements, office supplies, and operational needs.
• Maintain organized filing systems for documents, program materials, and contracts.
• Track and reconcile division budget items; prepare budget reports.
• Serve as first point of contact for inquiries and route communications as needed.
• Lead logistics for the AAO Annual Meeting, including onsite orders, division events, and committee activities.
• Coordinate the annual committee nomination process and support volunteer recognition programs.
• Provide logistics support for division events, member programs, and strategic initiatives.
• Maintain and update member records to ensure accuracy and completeness.
• Support membership engagement activities, including recruitment and retention campaigns.
• Manage tracking spreadsheets for division metrics and deliverables.
• Assist with cross-divisional projects as assigned.

Benefits

• full benefits package, including health coverage, paid time off, and generous retirement plan contribution

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level