Associate Director, Leadership Engagement

Pennsylvania Medical Society•Mechanicsburg, PA

About The Position

The Associate Director, Leadership Engagement leads and manages, in collaboration with the Leadership Engagement team, the preparation and execution of meetings, communications, and initiatives for PAMED’s Board of Trustees (BOT) and associated committees. The role supports BOT leadership in maintaining an effective Board and staff relationship and promotes collaboration across Leadership and Membership engagement activities. The position coordinates BOT and Executive Committee meetings, retreats, socials, orientations, and related activities; manages meeting timelines, agendas, background materials, and follow-up on actions; oversees committee and task-force rosters and progress; and supports Board leadership correspondence and scheduling. The role also supports BOT activities connected to PAMED’s annual House of Delegates, special projects, and Leadership Engagement operations. Regular or special Board meetings may require additional hours, and some evening and weekend attendance is required.

Requirements

Five years of experience in an office setting working with C-suite-level individuals.
Three years of experience working with associations or boards at a state or national level.
Interpersonal skills.
Commitment to process improvement.
Self-motivation.
Diplomacy skills, including confidentiality.
Ability to prioritize and manage multiple tasks and events.
Ability to think and work independently with minimal supervision.
Verbal, written, and presentation skills.
Skill with Microsoft Office products, including Teams, Outlook, Word, PowerPoint, and Advanced Excel.
Valid state-issued driver’s license.
Ability to work extra hours to prepare for and execute regular or special Board meetings.
Availability for after-hours monthly Executive Committee teleconferences and some night and weekend meeting attendance as needed.
Attendance at PAMED’s annual House of Delegates meeting, held over one weekend in September and October in Mechanicsburg and Hershey, Pennsylvania.

Nice To Haves

Previous experience with physicians and medical professionals.

Responsibilities

Lead coordination of the Board of Trustees by preparing and managing project timelines for regularly scheduled meetings, retreats, socials, and orientations; soliciting and compiling background materials; managing agendas through the OnBoard platform; and tracking implementation of prior Board actions.
Lead coordination of the Executive Committee by managing meeting timelines, soliciting and compiling background materials, managing agendas through OnBoard, reviewing meeting minutes, and tracking implementation of prior committee actions.
Oversee committee and task-force rosters, timelines, progress tracking, administrative support, and best-practice resources for staff leads.
Manage scheduling for and correspondence from the Board Chair and Presidents to various constituencies.
Manage BOT activities related to the annual House of Delegates, including elections, and assist the Leadership Engagement team with the HOD timeline.
Arrange emergency telephone conferences and meetings of the Executive Committee and Board of Trustees as needed.
Identify potential problems in meeting-planning processes, including timeline deviations, and raise them with the Senior Director of Leadership Engagement as appropriate.
Provide backup and support to Leadership Engagement staff, including meeting support and reports.
Collaborate on and adhere to detailed timelines so Leadership Engagement meetings and projects proceed in a timely manner.
Support special projects, including report and presentation preparation, script and letter writing, and project implementation.
Support Leadership Engagement operations, including updating emergency plans, preparing special reports, drafting materials, and updating procedures.
Contribute to company culture through meaningful advocacy, respect for others’ ideas and experiences, support for colleagues, active listening, and thoughtful dialogue.
Assist with other Leadership Engagement and PAMED initiatives as requested or assigned.