Executive Administrator to the Executive Director

American Association of Oral and Maxillofacial Surgeons • Rosemont, Illinois, United States • $80k - $85k / year • 4d ago

The American Association of Oral and Maxillofacial Surgeons (AAOMS) has been a leading professional organization since 1918. We have a small 50-60 close knit staff, supporting our 9000-member specialty association through education, research, and advocacy. Average staff tenure is 11+ years. Great benefits & working environment.

Office is open with most staff currently working 3 days per week in the office and 2 days per week working remotely. This is not a fully remote position. Must be able to reliably commute to the office 3 days per week.

Location

Rosemont, Ill.

Status

Exempt

Reports To

Executive Director

Overview

The Executive Administrator to the Executive Director plays a crucial role in supporting the Executive Director and the Board of Trustees. Reporting directly to the Executive Director, this position serves as the primary liaison and confidant to the Executive Director, President, Officers, and Trustees of the organization.

Key responsibilities include managing communication to and from the ED and members of the Board of Trustees, coordinating itineraries, agendas and travel to off-site Board meetings and the AAOMS Annual Meeting, as well as overseeing the management of all in-person Board of Trustees meetings and events. This role involves developing meeting agendas, arranging travel, and facilitating both in-person and virtual conferences and meetings.

Additionally, the Executive Administrator will coordinate Officer and Allied group meetings, international travel, the Regional and State Executive and Leadership Conference, and other miscellaneous meetings coordinated through the Executive Director’s office. In addition, the Executive Administrator will serve as the primary Staff Liaison to the Advisory Committee on Award Nominations. This position requires fostering strong relationships with internal divisions, team members, and external vendors.

The ideal candidate will exhibit the highest level of professionalism and social grace, ensuring successful events, both professional and social in nature. A keen understanding of the budget process, including limits and needs, is essential. This position also involves interaction with international colleagues, requiring awareness of travel norms and cultural nuances.

Salary Range $80,000-$85,000 per year

Benefits

7 or more years of relevant professional experience
Medical insurance with prescription drug coverage
Dental Insurance
Short-term and long-term disability
Life insurance
401K plan with matching
Paid time off (PTO)
Flexible schedule
Hybrid work schedule
Employee assistance program
Flexible spending account

Qualifications

Bachelor’s Degree in a relevant field, or equivalent relevant experience
Strong organizational skills with meticulous attention to detail
Exceptional verbal and written communication skills
Proficiency in Information Technology, particularly in Microsoft Office 365 and database query
Experience in effectively interacting with and supporting executive teams
Ability to efficiently set up and manage meetings
Demonstrated capability to manage multiple tasks simultaneously

Key Accountabilities

Coordinate all logistics for off-site Board of Trustees (BOT) meetings
Develop and coordinate Board of Trustees meeting agendas and itineraries
Organize all logistics and agendas for bi-annual Leadership Conferences
Coordinate the Opening Ceremony at the Annual Meeting
Arrange all Board-related meetings and the Board/Staff Recognition event
Process expense forms for the Board of Trustees
Coordinate all Awards-related activities, including ordering awards, HQ rosters, and purchasing special gifts
Organize Annual Meeting events such as Board of Trustees meetings, spouse event, board-staff reception, reception in President’s suite, past presidents luncheon, past presidents and officers dinner
Coordinate invitations and develop lists for all Annual Meeting and other receptions, spouse events, and special events
Handle all logistics, handouts, agendas, and special presentations for Annual Meeting and other events
Manage all logistics related to the ADA Annual Session, including registration of Board and staff and the agenda for Board Meeting
Coordinate Board of Trustees attendance at all regional/state and other Allied and International meetings
Serve as primary contact for special requests from the President, President’s Spouse, Executive Director, officers, and Trustees
Act as liaison for International meetings
Maintain VIP list for Annual Meeting
Assist with Registration of Delegates/VIPs for HOD sessions during Annual Meeting
Maintain the AAOMS Calendar
Act as primary Staff Liaison to the Advisory Committee on Awards Nominations (ACAN)
Coordinate all logistics for Dental Specialty Group Meetings
Performs other or similar duties as assigned by the Executive Director.