Senior Administrative Associate

Association of American Medical Colleges•Washington, DC

1d•$60,350 - $71,000•Hybrid

About The Position

The Constituent Engagement Administrative Associate within the AAMC’s Constituent Engagement Unit is responsible for providing senior level administrative support to professional development affinity groups and communities. Under general supervision, works within established procedures and guidelines to achieve day-to-day objectives.

Requirements

Associate's degree or equivalent experience.
5 - 7 years of related work experience.
Minimum of three (3) years of experience in a complex and fast-paced organization and in handling multiple priorities.
Strong oral and written communications skills, including ability to take notes, write meeting minutes and correspondence, proofread and write at a highly professional and technical level
Substantial experience managing calendars.
Substantial experience with completing meeting logistics and travel arrangements.
Excellent time management and organizational skills, including ability and flexibility to: work on multiple projects simultaneously with different task leaders, prioritize tasks with attention to established timelines/deadlines, complete projects accurately and on time, address tasks that arise unexpectedly.
Sound interpersonal skills, including ability to: work well both in a team environment and independently, interact cooperatively and productively with employees at all levels across an organization, and with constituents and stakeholders, including the public.
Proactively identify processes/tasks to ensure successful completion of projects
Ability to analyze, develop, establish, and maintain efficient office work flow and administrative processes.
Ability to work with minimal supervision; carry out oral and written instructions independently and with minimal explanation. Attention to detail and excellent organizational and coordination skills.
Excellent oral and written communication skills; poised, professional and able to provide appropriate information in response to inquiries; excellent customer-service skills.
Demonstrate sound judgment and personal initiative; ability to work with a diverse group of people at all levels. Ability to gather data, compile information, and prepare reports and administrative paperwork.
Ability to maintain confidentiality.
Proficiency with Microsoft Suite and familiarity with network computing environment required; ability to learn additional software specific to the job responsibilities (e.g., Cvent, Cadmium proposal software, and Web publishing).

Nice To Haves

Proficient in Microsoft Office
Familiarity with Salesforce Marketing Cloud & Virtual Communities Platforms
Electronic and hardcopy files management
Experience updating Web sites
Proficient in using the Internet and other databases to collect information
Strong knowledge of association management data systems and/or customer relationship management systems.

Responsibilities

Schedules appointments, conference calls, and meetings
Completes and processes reimbursement documentation for constituents
Partners with CE leader and specialist to develop correspondence, presentations, and meeting agendas
Takes meeting minutes and summarizes action items
Provides technical (e.g., Microsoft Teams, Zoom meetings setup) and logistic (meeting rooms, catering, constituent travel arrangements, notetaking, etc.) support for meetings
Communicates effectively with team leaders, directors, and specialists about status and progress of task completion
Travels to professional development conferences to support logistics and onsite programming as well as network with constituents.
Works and collaborates with member services team to input and maintain accurate constituent records for multiple affinity groups
Independently carries out extensive research as needed (including personal outreach to deans and CEO offices) to update/complete all membership records.
Drafts communication for, and communicates with, all levels of constituents.
Manages multiple non-human mailboxes and virtual communities, if applicable.
Updates and distributes constituent onboarding materials.
Ensures successful distribution of group newsletters, updates virtual communities and websites, etc.