Executive Administrative Assistant: RSNA Journals

Radiological Society of North America•Oak Brook, IL

1d•Hybrid

About The Position

We are seeking a talented professional responsible for providing executive administrative support to Editor-in-Chief, Editors, and Assistant Executive Director, RSNA Journals. The Executive Administrative Assistant: RSNA Journals will assist the Publications Directors with department administration of specific activities and programs (e.g., Editorial Fellowships, Publications Council, Visiting Editors program, Editors’ Forum, Trainee Editorial Boards), handle daily department administration, and work on special projects as needed. This job might be for you if you're interested in: Working at a not-for-profit, mission-based organization that is focused on its members. A welcoming and supportive environment that gives you an opportunity to impact patient care. Excellent work-life balance in a hybrid workplace environment. A competitive compensation package that includes outstanding medical/dental benefits, incredible long-term savings benefits, generous time off (including a week-long Winter Break), paid parental leave and more. Training and professional development opportunities.

Requirements

Preference given to candidates with at least 5-7 years’ experience as executive assistant
Proficiency with current Microsoft Office Suite and Excel
Excellent interpersonal, oral, and written communication skills, with extensive experience in business correspondence
Ability to prioritize projects with multiple stakeholders
Excellent organizational skills
High attention to detail
Ability to work both independently and as a member of the editorial office team

Responsibilities

Support the Editor-in-Chief and Editors with administrative functions, including outgoing and incoming communications (phone and email), reports, expense reimbursements, and meeting and appointment scheduling, maintaining confidentiality in all communications.
Assist Editor-in-Chief, Editors, and Publications Directors with all committee, editorial board, editor, and Board of Directors responsibilities: committee listings, communications, reports, and meetings; for meetings, handle scheduling, location, transportation arrangements to and from the airport and meeting site, hotel room reservations, food functions, bus transportation, and off-site dinner arrangements. Assist with preparation of agendas and distribution of minutes.
Assist with administration of Editorial Fellowship program; Receive and prepare applicant materials for review, handle initial communications to fellows, send regret emails to other candidates, and schedule meetings.
Assist Publications Directors with Visiting Editor’s program and Editors’ Forum, working with journal editors, staff, planning committees and institutional destinations to establish agendas, make logical arrangements, monitor registration and gather feedback.
Assist with the issuance of Editor Recognition Awards, ensuring certificates are prepared and distributed in a timely manner and proper tracking is in place.
Assist Publications Directors with trainee editorial boards, including sending out accept and decline letters, Department Chair letters, and completion certificates, and maintaining lists and bios of new members for the website and Personify.
Coordinate annual meeting orders; work with RadioGraphics staff and Radiology staff for event orders; order food and computers for Editorial Office Complex; order and ship supplies (consulting with journal staff); order ribbons.
Monitor Publications feedback email account; answer customer queries or forward to appropriate staff for resolution.
Work in on-site Editorial Office in an administrative capacity during RSNA Annual Meeting (in Chicago), assist Editors, Editorial Board members, and other attendees as necessary.
Handle daily Publications Department administration; receive and code invoices, order supplies and equipment and maintain latter in working condition, maintain journal files, assist with mail, schedule meetings, and produce agendas for meetings as needed.
Perform other duties as assigned.