Administrative Assistant – Remote Job USA – $62K/yr + Bonus, Profit sharing
Salary: Up to $62K/yr + Bonus, Profit sharing
About the job
Position Summary: Reporting directly to the Director, Executive Office & Global Board Affairs, the Administrative Assistant provides essential administrative support to the Executive Office Team, including the Chief Operating Officer (COO), Chief Financial Officer (CFO), and Chief People Data & Research Strategy Officer (CPO). This role requires the ability to build strong relationships with senior leaders and volunteer stakeholders, while supporting a wide range of administrative responsibilities. The Administrative Assistant will help execute daily tasks, assist with special projects, and assist the Director, Executive Office & Global Board Affairs maintain the efficient functioning of the Executive Office. Ideal candidate will thrive in a fast-paced, association environment, demonstrating excellent organizational, communication, and judgment skills, while maintaining confidentiality and managing multiple priorities.
Key Responsibilities:
Administrative Support:
Manage complex calendars for the Executive Office, scheduling meetings, appointments, and travel, resolving conflicts as needed.
Prepare and submit expense reports, ensuring accuracy and timely submission.
Draft and prepare emails, PowerPoint presentations, and confidential documents for internal and external communication.
Coordinate detailed travel arrangements, including flights, accommodations, transportation, and itineraries for the Executive Office Team.
Meeting & Event Coordination:
Schedule and coordinate internal and external meetings (both in-person and virtual via Zoom or MS Teams), ensuring logistical needs are met.
Prepare agendas, materials, and presentations for meetings; take notes, track action items, and follow up as necessary.
Document Management:
Organize and maintain confidential files for the Executive Office, ensuring easy access and upholding confidentiality standards.
Update and manage scheduling lists, contact lists, and task lists.
Expense Management:
Track and report expenses for the Executive Office, ensuring all receipts and reports are submitted accurately and on time.
Liaison Role:
Act as a point of contact between the Executive Office Team and internal teams, external partners, and key stakeholders, ensuring smooth communication and timely follow-up.
Backup Support:
Provide backup support to the Director, Executive Office & Global Board Affairs, including assisting with special projects and other administrative needs.
Staff Engagement:
Assist the Staff Engagement Team with the planning and coordination of staff retreats and other internal events.
Experience & Qualifications:
Education:
High school diploma or equivalent required; Associate’s or Bachelor’s degree in business administration or a related field is a plus.
Experience:
At least 1 year of experience in an administrative or office support role is preferred.
Skills & Competencies:
Strong organizational skills and attention to detail.
Excellent written and verbal communication abilities.
Proficiency in Microsoft Office applications (Word, Excel, Outlook).
Ability to manage multiple tasks and prioritize effectively in a fast-paced, deadline-driven environment.
Proactive, team-oriented mindset with a willingness to assist across departments.
Additional Desired Qualifications:
Certifications:
ASAP Pace Certification (or willingness to obtain within the first year).
Experience:
Experience in association and/or non-profit organizations.
Project management experience is a plus.
Familiarity with global operations and a healthcare background is beneficial.
The Administrative Assistant, Executive Office, will play a vital role in the smooth operation of the Executive Office Team, ensuring that all administrative tasks are handled efficiently and effectively. The ideal candidate will be adaptable, resourceful, and capable of working independently under pressure while maintaining discretion and confidentiality.
