Executive Administrative Assistant

The American Academy of Dermatology is seeking an Executive Administrative Assistant located in our Rosemont, IL office responsible for providing executive level administrative support for the Executive Director & CEO, and Director of Executive Projects & Operations. Responsible for coordinating, implementing, and completing administrative projects. Initiates, composes, and prepares outgoing correspondence, memoranda, and presentation materials that require minimal review. Assist with department processes and projects as assigned.

About Us:

The American Academy of Dermatology (Academy), founded in 1938, is the largest, most influential, and most representative of all dermatologic associations. A sister organization to the Academy, the American Academy of Dermatology Association is the resource for government affairs, health policy and practice information for dermatologists, and plays a major role in formulating policies that can enhance the quality of dermatologic care.

With a membership of more than 21,180 members worldwide, the Academy is committed to: advancing the diagnosis and medical, surgical, and cosmetic treatment of the skin, hair, and nails; advocating high standards in clinical practice, education, and research in dermatology; and supporting and enhancing patient care for a lifetime of healthier skin.

To learn more about the Academy please visit our website at www.aad.org, or follow us on these social media outlets:

• Facebook (www.facebook.com/aadskin)
• TikTok (www.tiktok.com/@AADskin)
• Twitter (www.twitter.com/AADskin)
• Pinterest (www.pinterest.com/AADskin)
• Instagram (www.instagram.com/aadskin1)

Responsibilities:

• Supports the Executive Director & CEO and Director of Executive Projects & Operations. Duties include, but are not limited to, managing calendar, coordinating, and managing travel, monitoring, processing, and reconciling expenses, organizing conference calls and meetings. Proactively screen telephone calls using judgment to determine those that require priority attention. Relaying detailed phone messages. Manage Executive Director & CEO timecard, maintain professional contact list, subscriptions, and memberships.

• Assist with project coordination/orchestration by working with members of the Executive Team and their teams to ensure that progress is being made in a timely way, and any demands on the CEO’s schedule are understood and agreed upon. Assist with any necessary follow-up with the Executive Team and their teams on outstanding tasks. This will include the use of AAD/A workspace and other Academy tools.

• Meeting preparation as delegated by the Director of Executive Projects and Operations. Duties include, but are not limited to, coordinating, and managing meetings: gathering meeting materials in advance, and overseeing logistics at the discretion of the Executive Director & CEO including meetings with outside organizations.

• Assist with other department projects. Assist team members in performing the administrative tasks associated with ad hoc task forces assigned to the Executive Director and CEO. Ensuring tasks are completed in a timely manner and to the satisfaction of the Director.

• Opening and distributing mail, tasking correspondence appropriately. Initiating, composing, and preparing correspondence, memos, reports, letters, etc., seeking appropriate assistance when necessary and ensuring grammatical and typographical accuracy. Other administrative responsibilities such as e-filing, supervising shipments, backup for ordering office supplies requested by Executive Director & CEO, photocopying, and faxing. Maintaining, analyzing, and implementing recommended improvements to processes and project management timelines. Serving as back up for team members in the department.

Requirements:

• High school diploma required; some college preferred.
• Four years of demonstrated experience in a member service-oriented and business-focused organization preferred. Project coordination experience required.
• Five or more years of executive level administrative experience required.
• Association and working with the Board of Directors experience preferred.
• Microsoft Office experience is required including Outlook, Word, PowerPoint, and Excel.
• Ability to work evenings and weekends when required.
• Excellent command of the English language and ability to follow oral and written instructions. Strong verbal and written communication and editorial skills.
• Ability to effectively communicate with a variety of stakeholders, including AAD and AADA leadership, members, and senior staff with a high level of finesse, diplomacy, and professionalism.
• Strong organizational skills. Must be able to maintain confidentiality.
• Thrives on extreme attention to detail, policy, and implementation. Able to execute projects under minimal supervision required and work independently, seeking appropriate direction when needed is required.
• Able to multi-task and meet or exceed deadlines. Ability to think proactively and quickly switch focus due to changing priorities. Ability to problem solve and communicate effectively with Leadership and Members required.
• Needs to work effectively with all levels of an organization. Advanced proficiency with MS Office and Adobe required.
• Experience with membership databases highly desired.

We offer a competitive compensation plan and benefits package including medical/dental/vision/life insurance as well as a matching retirement contribution, tuition reimbursement, bonus program, pension plan, paid vacation/medical/personal days, work-life balance, recognition program and casual work environment. More information about our compensation and benefits can be reviewed on the detailed job ad on our website.

The Academy offers a hybrid work environment; providing time in the office for in-person collaboration and the opportunity to work remotely for focus time. We are building a workplace where our employees are excited to come to work every day because of the culture that we are creating together — one of respect, transparency, and collaboration. A workplace in which we demonstrate care and commitment, celebration, community, and focused learning that contributes to the mission of advancing excellence in dermatologic care.

For immediate consideration please apply online at www.aad.org, scroll to the bottom of the page and follow the Employment link. EOE M/F/D/V