Manager Executive Operations

Manages day-to-day operations of the Executive Office and complements departmental and governance functions of the Executive Administrator and Board Liaison.

ESSENTIAL DUTIES and RESPONSIBILITIES

Departmental Efforts

• Supervise Executive Office administrative staff.
• Oversee operations relevant to management of front desk (e.g., incoming mail, check processing, etc.).
• Assist with budget forecasting and account management.
• Guarantee timely, comprehensive, and accurate execution of financial-related tasks for Executive Office.
• Document and maintain standard operating procedures, monitor adherence, and evaluate regularly; serve as departmental contact for Business Continuity Plan.
• Serve as secondary relief for Receptionist when necessary.
• In absence of Receptionist, supervise temporary staff covering front desk.
• Ensure maintenance of organization charts and Phone Help Listing on ASH Connect.
• Guide planning for staff activities (i.e., Staff Appreciation Week, summer event, and yearend celebration).
• Assist department in absence of Executive Administrator and Board Liaison.
• In absence of Executive Administrator, (1) attend Senior Staff meetings and take notes and (2) prepare agendas and reports for Officers' calls.
• Serve as secondary resource for responding to requests for electronic signatures.
• Help monitor and address department technology-related issues.
• Represent department in response to solicitation from other departments.

Committee Activities

• Assure execution of routine conflict of interest-related tasks for committee members.
• Render support for data entry, appointments (annual and ad hoc), and responding to inquiries.
• Partner with Executive Administrator and Board Liaison in establishing procedures for managing volunteer webpage and related deliverables.
• Assist Executive Administrator and Board Liaison with support of Executive Committee.
  1. Coordinate preparation of attendance list for week of meetings in February and September.
  2. Attend meetings and assist as requested.
  3. Participate in Officers' calls as show producer (for Zoom).
  4. Schedule and co-facilitate orientation for Officers' assistants.
  5. Arrange biennial Secretary and Treasurer transition meetings.
  6. Compose correspondence as requested.
• Assist Executive Administrator and Board Liaison with support of Nominating Committee.
  1. Help with maintenance of nominations pool and execution of tasks according to nominations timeline and procedures, including but not limited to those related to the annual election.
  2. Participate in meeting and assist with follow-up action items.
• Assist Executive Administrator and Board Liaison with support of Editor Search Committee according to established procedures.

Cross-Departmental Efforts

• Assist Executive Administrator and Board Liaison with preparation for annual meeting.
  1. Respond to inquiries regarding President's Reception invitations.
  2. Oversee placement of awards order and shipment of plaques to annual meeting location.
  3. Direct preparation of online reports for Business Meeting.
  4. Aid in organizing activities and functions involving executive leadership (e.g., Executive Committee Dinner, etc.).

QUALIFICATIONS, KNOWLEDGE, and SKILLS REQUIRED

• Minimum of 5 years of executive level support (ideally C-suite); Bachelor's degree strongly preferred.
• Organized and results/process-driven with capacity to effectively manage self and others; strong time-management skills and comfort with competing priorities; flexible and adaptable to emerging responsibilities.
• Confident in responding to needs of volunteers and senior management and able to cultivate relationships within diverse population of leaders and staff; association background strongly preferred.
• Outstanding communication, composition, and presentation skills; minute-taking experience strongly desired.
• Detail oriented with a high level of accuracy.
• Professional demeanor; dependable and reliable with excellent follow-through.
• Proficient in use of Microsoft 365 and Adobe; extensive database experience including report generation and data manipulation for various uses; calendaring experience a plus.
• Ability to maintain confidentiality and exercise good judgment; possess high ethical standards.
• Familiarity with budgeting and financial reporting.
• Prior supervision experience strongly preferred.

ASH has a hybrid work environment, with core in-office days for all ASH staff on Tuesdays, Wednesdays, and Thursdays, and telework on Mondays and Fridays for eligible positions. The Society's headquarters is in Washington, DC, and is within walking distance of several Metro stations on the Blue/Orange/Silver and Red lines.

Hit apply and submit a required cover letter and resume. ASH Current Openings. Speak to how you would demonstrate alignment with the ASH Mission.

The American Society for Hematology (ASH) is an equal opportunity employer that is committed to diversity, equity, and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, age, sexual orientation, gender identity or expression, national origin, disability, genetic information, pregnancy, veteran status, or any other protected characteristic as outlined by applicable federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, leave of absence, compensation, benefits, and training. ASH makes hiring decisions based solely on qualifications, merit, and business needs at the time.