Senior Administrative Associate

Association of American Medical Colleges • Washington, DC

102d • $59,160 - $69,600 • Remote

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 communication skills, including the 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 in completing meeting logistics and travel arrangements.
• Excellent time management and organizational skills, including the 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, and address tasks that arise unexpectedly.
• Sound interpersonal skills, including the 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, and proactively identify processes/tasks to ensure the successful completion of projects.

Nice To Haves

• Proficient in Microsoft Office.
• Familiarity with Salesforce Marketing Cloud & Virtual Communities Platforms.
• Electronic and hardcopy files management.
• Experience updating websites.
• 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 the 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 the 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.

Benefits

• Remote Work - Fully remote work available for most positions.
• Retirement Savings - Generous 403(b) employer contributions and financial wellness resources, including professional financial advising.
• Health & Wellness Perks - Fitness and bicycle subsidies, on-site and virtual wellness programs (live yoga, meditation, mental health webinars, flu shot clinics, and more).
• Support & Family Care - Employer paid Employee Assistance Program (EAP) and back-up care options for children, adults, elders, and even pets.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Religious, Grantmaking, Civic, Professional, and Similar Organizations
• Education Level: Associate degree