Executive Operations Specialist

Association of American Medical Colleges•Washington DC, DC

5d•Remote

About The Position

The Executive Operations Specialist provides advanced operational, project coordination, and communications support for the Academic Affairs (AA) Cluster. This role focuses on the independent execution of complex work in support of AA initiatives, senior leaders, and Technical Leaders. The position emphasizes delivery, coordination, and process reliability.

Requirements

Bachelor's degree is required.
5-7 years of related work experience.
Demonstrated experience supporting executive operations, project coordination, communications production, and operational processes in a complex organizational environment.

Nice To Haves

Professional experience in organizational effectiveness, constituent engagement, and medical education; with preference for health care, education, or experience in a professional association.

Responsibilities

Draft, produce, and disseminate internal and external communications, newsletters, presentations, and templates in alignment with established messaging and priorities.
Manage content calendars and maintain support communication channels such as Teams and SharePoint to ensure timely and accurate information sharing.
Coordinate AA projects and initiatives by managing timelines, tracking deliverables, documenting decisions, and coordinating follow-up activities.
Maintain non-human inboxes, draft correspondence, reply to regular inquiries, and raise awareness of more complex inquiries.
Maintain project documentation and provide status updates to appropriate stakeholders.
Escalate risks or issues as appropriate.
Coordinate logistics, materials, agendas, and post-meeting documentation for meetings, retreats and committees across the AA Cluster.
Ensure smooth execution and consistent follow-through.
Partner with Executive Operations Leader in the development of messages on behalf of the CAO, including preparation of weekly internal and external presentations, briefings, and talking points.
Administer and maintain collaboration and project management tools (e.g., SharePoint, Teams, and Monday.com).
Support adoption of tools and processes across the cluster and assist with documentation and continuous improvement efforts.
Collaborate with administrative staff who provide support to the CAO to ensure the CAO is prepared for all speaking engagements.
Support CAO and AA senior leader on ad hoc leadership initiatives.