Executive Administrative Assistant
American Meteorological Society•Boston, MA
•Hybrid
About The Position
The American Meteorological Society (AMS) is seeking an Executive Administrative Assistant who will be a key partner to the AMS Executive Director and the AMS senior leadership team, offering administrative and program support. The ideal candidate will enjoy working virtually with a small executive team and contributing to a mission-driven STEM professional society.
Requirements
- 2-4 years of progressive experience in an administrative role, preferably in an executive support capacity
- Demonstrated ability to partner effectively with an Executive Director and a senior leadership team
- Strong organizational skills and ability to manage competing priorities with minimal supervision
- Excellent verbal and written communication skills
- Demonstrated ability to anticipate needs and exercise sound judgment
- Superior accuracy and attention to detail
- High degree of discretion and professionalism when handling confidential information
- Availability to travel to the AMS week-long Annual Meeting and 2-3 other shorter trips
- Proficient with Google workspace, Microsoft Office Suite, and virtual meeting tools such as Slack and Zoom
- Demonstrated ability to work independently and collaboratively in a fast-paced environment
Nice To Haves
- Experience working with volunteer leadership in a professional or scientific society preferred
Responsibilities
- Manage scheduling for external appointments and for regular meetings with internal teams and individuals, and proactively resolve scheduling conflicts
- Manage travel arrangements, including booking flights, hotels, transportation, and creating itineraries
- Track and manage expenses and reimbursements
- Support Executive Director and senior leadership team in engaging with volunteer leadership, including keeping track of agenda topics and materials for upcoming meetings
- Support in-person meeting logistics, including arrangements for venue, food, and A/V
- Provide administrative support for donor cultivation and sponsor stewardship, including event and meeting preparations, note-taking during meetings, tracking follow-up with prospective donors, and preparing donor thank you letters
- Support coordination between the AMS Marketing and Communications team and the Executive Director and AMS volunteer leaders for external engagement
- Perform the essential functions of the position and other duties as required for the overall success of the society
Benefits
- generous medical, dental, and vision coverage
- paid vacation, sick time, and holidays
- superior retirement plan
- group life and disability insurance after one year of employment
- Public Service Loan Forgiveness (PSLF) qualified employer
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
