Do people see you as a trusted and dependable source of current information? Are you looking for variety and the opportunity to support the key staff executive for a highly respected medical specialty Society? Would you like to work with a smart, collaborative, committed team in a fully virtual environment?
If the answer is yes to the above, this position might be right for you!
The American Society of Colon and Rectal Surgeons (ASCRS) is searching for an experienced Executive Assistant with 4+ years providing administrative support at the executive or C suite level preferably in an association or other membership organization. The Executive Assistant supports the Executive Director and responds to requests for information from ASCRS members, the Executive Council and Foundation Trustees. The Assistant serves as the friendly, trusted central point of contact for staff and external stakeholders. You will work closely with colleagues in every ASCRS department. You are extremely organized, a self starter with a strong sense of ownership and accountability, and you have the ability to identify problems and quickly develop solutions that focus on results.
Who is ASCRS?
The American Society of Colon and Rectal Surgeons (ASCRS) and its affiliate, the Research Foundation of the American Society of Colon and Rectal Surgeons, is a vibrant, collegial and highly respected community of health care professionals who have been dedicated to advancing the understanding, prevention and treatment of disorders of the colon, rectum and anus for nearly 125 years. ASCRS represents approximately 4,000 physicians and other health care providers interested in the specialty of colon, rectal and anal surgery. We provide members the opportunity to network and attend educational sessions to hone their skills and expand their contacts. For more information about our organization please visit us at www.fascrs.org
What is the Opportunity?
Reporting to the Associate Executive Director, the Executive Assistant is the “information hub” for the staff team. In addition to supporting the Executive Director with heavy schedule and calendar coordination, you will triage leadership phone calls, prepare correspondence, create and maintain files, handle the occasional web edit and assist with monitoring progress on key performance indicators including a robust strategic plan. The Executive Assistant also assists the Governance and Grants Manager by providing assistance with coordination for Council, Trustee and committee meetings including scheduling, agenda and materials, and action item follow up and tracking. You will focus on creating value by delivering exemplary member service.
Key responsibilities include:
Executive Director Support
Work closely with the Executive Director on calendar management. Coordinate effectively and respectfully with member leaders and staff to assist with information requests. On behalf of the Executive Director facilitate conference calls and small working meetings.
Serve as the Executive Director’s friendly, trusted central point of contact for staff and external stakeholders including members of the Society Executive Council, Foundation Board of Trustees and representatives of allied organizations.
Schedule and facilitate regular staff meetings; solicit agenda items and input from client team members; track action items.
Respond to membership inquiries and telephone calls, and refer to appropriate internal staff resources as necessary.
Respond to requests for materials regarding the Executive Director, Council and the Society in general. Edit and complete first drafts for written communications to external stakeholders on behalf of the Executive Director and member leadership.
Governance: Executive Council and Foundation Trustee Support
Work closely with the Governance and Grants Manager to provide assistance for Council, Trustee and committee meetings. Assistance may include:
Issue calls for committee reports.
Assist in the preparation of meeting agendas and meeting materials; post confidential materials to the online Council and Trustee communities.
Schedule conference calls.
Attend in person and teleconference Council meetings.
Assist with meeting minutes.
Update compendiums of Council and Trustee actions.
Support orientation for new member leaders.
Assist with annual leadership elections, and with preparation and execution for the Annual Business meeting.
Maintain the Council and Trustee rosters on the ASCRS website.
Contribute to the development of the annual budget.
Assist in planning and monitoring the budget for leadership activities.
Reconcile expenses, ensure timely processing of invoices and monitor the budget. Prepare reimbursement requests.
Follow-up on accounts receivable related to membership dues and product sales.
Assist with donor acknowledgement.
What qualifications are needed?
BA/BS degree or equivalent experience and at least 4 years providing administrative support at the executive or C suite level, preferably in an association or other membership organization.
Experience working remotely, within a small team environment wearing multiple hats. You are flexible and understand the need to be nimble in a lean organization.
Strong collaboration skills across all levels. You possess leadership qualities including empathy and accountability, to form strong relationships with your teammates and external stakeholders.
Ability to address/resolve sometimes complex or sensitive member leader issues quickly, using a clear, thoughtful manner and “member first” service perspective.
Strong sense of discretion and confidentiality.
Strong written and verbal communication skills
Proficient and comfortable in the use of Microsoft Office products. Extra credit for experience in an Office 365 environment. Intermediate experience with iMIS or other AMS, enough to handle address changes, password resets and simple reporting with little/no assistance. Travel and expense reconciliation (Concur or similar), web conferencing tools, project management software, PowerPoint, Survey Monkey, web editing, web community management (Higher Logic). Donor relationship management a plus.
Service-oriented attitude and the desire to work with/for multiple people with a variety of personality-types and various levels of need for support.
Creative and innovative with the ability to work efficiently and meet deadlines.
Ability to travel up to 20 days a year to ASCRS meetings.
What's in it for you?
Virtual office/work at home with one-day-a-week co-work space for staff meetings and collaborative work for staff located in the Chicago area.
Short and long term disability insurance.
Life and AD&D insurance.
401(K) plan with employer match.
Generous PTO, holiday and comp time.
The American Society of Colon and Rectal Surgeons (ASCRS), and the Foundation of the American Society of Colon and Rectal Surgeons is an Equal Opportunity Employer.
Internal Number: 006
About The American Society of Colon and Rectal Surgeons
The American Society of Colon and Rectal Surgeons (ASCRS) and its affiliate, the Research Foundation of the American Society of Colon and Rectal Surgeons, is a vibrant, collegial and highly respected community of health care professionals who have been dedicated to advancing the understanding, prevention and treatment of disorders of the colon, rectum and anus for nearly 125 years. ASCRS represents approximately 4,000 physicians and other health care providers interested in the specialty of colon, rectal and anal surgery. Visit us at www.fascrs.org. Please note that ASCRS is moving from its current association management company to independent status as a direct employer, with a target date of April 1. Candidates should not contact the management company.