The Alliance for Academic Internal Medicine (AAIM), a professional membership association which represents a consortium of five academically focused specialty organizations within departments of internal medicine at medical schools and teaching hospitals, has an opening for a Executive Assistant and Office Manager. Located in the Old Town section of Alexandria, AAIM is convenient to the Blue and Yellow Metro lines. To learn more about our organization, please visit us at www.im.org
What this job is about:
The Manager has a dual role of providing professional and administrative support for the AAIM Deputy Chief Executive Officer and Executive Vice President (EVP) and AAIM President and CEO (President) and for managing internal office operations. This is a trusted and critical support role to the EVP and President, responsible for providing executive level assistance.
Manages EVP’s day-to-day calendar and supports the development and implementation of meeting agendas and logistical arrangements for all meetings involving the EVP.
Researches background material and prepares presentation material for meetings. Creates supplemental materials (PowerPoint presentations, executive summaries) in collaboration with other staff members.
Completes expense reports on behalf of the EVP and President.
Arranges travel plans, itineraries, and compiles documents for travel related meetings.
Represents Executive Office with poise and professionalism. Maintains discretion and confidentiality.
Manages the full range of internal office operations (orders office and kitchen supplies, manages internal office meal management, mail, phones, offsite storage, office equipment, copiers, etc.) Acts as a good steward in managing office resources. Serves as lead point of contact with key office vendors.
Provides occasional administrative support for the human resources and governance departments.
What is required for this job:
Bachelor’s degree preferred but not required. Six years of experience, or the equivalent combination of education and experience.
Work experience includes providing administrative support to C-Suite level executives in a member or trade association.
Must be able to pay close attention to details, spot inconsistencies and make corrections.
Must be highly organized and effective in time management, organization, and prioritization of daily tasks.
Must have the ability to produce high quality work, independently and with minimal errors. Can determine priorities under the pressure of deadlines.
Must be able to adapt quickly to new information, requirements, and changing priorities.
A team player who believes in providing best in class service.
Experience with and comfort in working in a fast paced, team-oriented environment with high expectations.
Collaborative, can-do approach to problem solving. Results oriented.
Excellent customer service and interpersonal skills, ability to maintain a high degree of professionalism and confidentiality in all circumstances.
Strong skills at developing and managing timelines for projects.
Ability to effectively manage time, prioritize work, multi-task across various assignments. Manage multiple demands and negotiate timelines.
Superior written and verbal communication skills. Ability to communicate effectively and tactfully with staff and members, always presenting a positive, professional image.
Intermediate proficiency using MS Office required.
What you will get out of it:
Develop your project management, communication, and budgeting skills
Insight into academic internal medicine
Work with committed and dedicated professionals in a collaborative and high performing environment
Professional development opportunities to grow your career
Comprehensive benefits package including medical, dental, vision, life insurance, disability insurance, EAP, 403(b) retirement plan with a 7% contribution after one year of service, generous leave policy, onsite parking, and more!
How to apply: If you have a passion for assisting others, are extremely detail oriented and organized, can work independently and handle multiple projects with competing priorities at a time and thrive in a fast-paced environment, then we want to hear from you! Send a resume, cover letter, and salary requirements to email@example.com
About Alliance for Academic Internal Medicine
Headquartered in Alexandria, VA, the Alliance for Academic Internal Medicine (AAIM) is a non-profit association representing departments of internal medicine at medical schools and teaching hospitals in the United States and Canada. AAIM has more than 11,000 members. Through education, research, and member engagement, AAIM advances the efforts of all academic internal medicine professionals who build the next generation of internal medicine physicians.
AAIM has a 26-person staff who are organized around teams focused on education and research, conferences and meetings, member engagement and diversity, communications and marketing, governance, information technology, finance, and human resources. The staff works extensively with volunteer leaders to implement projects and programs aligned with the goals and objectives of AAIM.