Executive Assistant to the CEO

The Executive Assistant is a pivotal role encompassing comprehensive support to AABB's Chief Executive Officer, in key areas including support of the Executive Team, Board of Directors, and Governance. This dynamic position demands foresight, critical thinking, and the ability to provide solutions independently and with the utmost professionalism and confidentiality. Acting as the primary liaison for internal and external stakeholders facilitates seamless communication and collaboration across the organization, ensuring the CEO's priorities and requirements are effectively addressed.

We seek a proactive individual, adept at identifying opportunities to improve efficiencies and driving initiatives forward. This Rockstar candidate possesses the confidence to tactfully hold senior staff accountable, while demonstrating problem-solving skills and a knack for creative solutions. With a proactive approach to learning and self-education, they are diplomatic, assertive and efficient in managing calendars and emails, embodying a true go-getter spirit.

Essential Job Duties:

Executive Support:

Proactively manages CEO's calendar with a high level of understanding of professional/personal context and profile of incoming requests to prioritize the schedule appropriately.

Supports CEO on meeting preparation and follow-ups including one-to-ones with direct reports.

Manages CEO's email inbox: classifying and prioritizing emails, forwarding and responding as needed.

Gathers agenda for key internal and external meetings and records minutes following up on actions with stakeholders.

Supports CEO on ad-hoc administrative tasks and personal tasks as and when required.

Coordinates and facilitates Zoom and Teams meetings and conference calls.

Makes travel arrangements, domestic and international, coordinating with others as needed.

Assists with PowerPoint and other presentations creates slides, makes edits.

Assists with drafting and proofreading documents as needed.

Coordinates CEO's outreach activities and follows up to help cultivate relationships.

Manages document data collection and agenda for Executive Team meetings drafting briefing materials, and correspondence on CEO's behalf.

Attends meetings with and on behalf of CEO, including the association's Annual Meeting, providing direct support throughout the multi-day event.

Processes all expense reports and invoices for the office of the CEO.

Develops and manages budgets directly overseen by the office of the CEO, including Board-related budgets.

Provides administrative support to other departments, as needed.

Performs other duties as assigned.

Board of Directors and Governance Support:

Acts as primary contact for Board communications, inquiries, and scheduling, attending all Board and Executive Committee meetings, taking minutes, and ensuring follow-up on action items.

Develops and maintains Board meeting schedule, coordinates internally for meeting success, and manages collection, organization, distribution, and filing of Board-related correspondence and documents.

Assists CEO in setting agendas and preparing materials for Board and other meetings.

Manages key governance functions such as nominations, elections, and orientation for new Board members and committee chairs, identifying opportunities for governance improvement.

Updates and maintains formal association records, including minutes, policies, Governance records, and bylaws.

Education and Experience:

Bachelor's degree or equivalent education and experience.

Minimum of 7 years administrative support experience, with at least 3 supporting senior, C-level executives.

Experience in the non-profit sector - membership, healthcare, and/or association setting preferred.

Skills and Attributes:

Impressive experience as an Executive Assistant at C-suite level with the ability to work at a fast pace

Exceptionally adept at supporting a high-level, high-visibility global Executive leader

Extensive experience in managing a hectic schedule and complex projects.

Calm under pressure and able to work effectively under tight deadlines.

Exceptionally organized and detail oriented.

Resourceful with a keen sense of judgement.

Expert at developing strong relationships across teams and functions.

Tech fluency including all Microsoft packages: Word, Excel, PowerPoint, Outlook, Teams, & SharePoint.

Excellent written and verbal communication skills

Proficient in scheduling, coordinating, and implementing activities with numerous details and multiple deadlines.

Ability to manage multiple projects in an organized manner, prioritizing appropriately.

Maintains attention to detail with minimum to moderate supervision.

Proficient in composing and editing correspondence, reports, and summaries.

Strong time and project management skills, demonstrating ability to take initiative, anticipate needs, and use sound judgment.

Strong interpersonal skills, with ability to collaborate and build partnerships.

Maintains confidentiality and exercises discretion.

Strong customer service orientation, with experience interacting with internal and external stakeholders at varying levels.

Advanced proficiency in Microsoft Office (including Excel, Word, PowerPoint, Outlook), able to quickly learn and implement other software and systems as needed.

Physical Requirements:

This position requires sitting (90%), standing (5%), and walking (5%). Additional physical requirements are as follows:

Prolonged periods sitting at a desk and working on a computer.

Requires lifting materials of approximately 20-25 lbs.

Work Environment/Conditions:

Dayshift hours primarily

This is a hybrid job requiring working in an office environment once to twice a week

Occasional travel including overnight stay and/or international travel is required