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 effective Board and staff relationships and collaborates across Leadership and Membership engagement activities. The position coordinates BOT and Executive Committee meetings, retreats, socials, orientations, and related activities; manages schedules, agendas, materials, and action-item tracking; supports committees and task forces; and assists with annual House of Delegates activities. It also provides meeting, project, reporting, and operational support to the Leadership Engagement team. The role requires occasional extra hours, after-hours teleconferences, and some night and weekend attendance, including attendance at the annual House of Delegates meeting.

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 the ability to maintain 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 for regular and special Board meetings.
Availability for monthly after-hours Executive Committee teleconferences and some night and weekend meeting attendance.

Nice To Haves

Previous experience working with physicians and medical professionals.

Responsibilities

Lead coordination of BOT meetings, retreats, socials, and orientations, including project timelines, gathering background materials, managing agendas in the OnBoard platform, and tracking implementation of prior Board actions.
Lead coordination of Executive Committee meetings, including timelines, background materials, agendas in OnBoard, review of meeting minutes, and tracking implementation of prior committee actions.
Oversee committees and task forces by maintaining rosters, overseeing timelines, tracking progress, and providing administrative support and best-practice resources to staff leads.
Manage scheduling and correspondence for the Board Chair and Presidents with 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 BOT as needed.
Identify potential problems in meeting-planning processes, including timeline deviations, and bring them to the Senior Director of Leadership Engagement’s attention as appropriate.
Provide backup and support to Leadership Engagement staff, including meeting support and reports.
Collaborate on and adhere to detailed timelines for Leadership Engagement meetings and projects.
Support special projects, including preparing reports and presentations, writing scripts and letters, and implementing projects.
Support Leadership Engagement operations, including updating emergency plans, preparing special reports, and drafting and updating procedures.
Contribute to a positive company culture through meaningful advocacy, respect for colleagues’ ideas and experiences, support for colleagues, active listening, and thoughtful dialogue.
Assist with other Leadership Engagement and PAMED initiatives as requested or assigned.
Attend required meetings, including some night and weekend meetings and the annual HOD meeting held over one weekend in September and October in Mechanicsburg and Hershey, Pennsylvania.