Executive Administrator to the Executive Director

Executive Administrator to the Executive Director

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.

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

• 7 or more years of relevant professional experience
• Medical insurance with prescription drug coverage
• 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

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