American Board of Family Medicine
We are seeking a highly organized and proactive Executive Assistant to support the work of the ABFM Chief Executive Officer. The Executive Assistant will serve as a trusted partner, ensuring effective outreach to national organizations in family medicine and across the profession, seamless coordination of schedules, communication, and leadership in organization of special projects. This role requires exceptional organizational and people skills, discretion, and the ability to work independently in a fast-paced environment.
Key Responsibilities
Support effective outreach with national organizations in Family Medicine and across the profession
Calendar Management:
Coordinate and manage the executive’s schedule, including meetings, appointments, and travel arrangements, ensuring efficient time management. Communication:
Act as the primary point of contact between the executive and internal/external stakeholders, handling correspondence, phone calls, and emails with professionalism and confidentiality. Meeting Support:
Help prepare agendas, materials, and presentations for meetings as requested. Transcribe as needed meeting minutes, emails, memos, and faxes on behalf of ABFM Leadership, ensuring follow-up on action items. Travel Coordination:
Arrange travel itineraries, accommodations, and transportation for the executive and other team members as needed. Project Assistance:
Support the executive with special projects, research, and reporting as required, ensuring timely completion and high-quality outcomes. Assist in the review, edits and polishing of manuscripts, articles, PowerPoint presentations, and papers drafted by the CEO. Administrative Tasks:
Manage expenses, incoming phone, mail, emails, and deliveries as well as other administrative functions. Maintain accurate records and ensure compliance with company policies. Relationship Management:
Build and maintain positive relationships with internal teams, clients, and external partners on behalf of the executive, maintaining detailed contact lists of internal and external partners. Support ABFM hospitality functions for employees, guests, and other organizations. Problem-Solving:
Anticipate the executive’s needs and proactively address potential challenges or opportunities. Support of senior leadership team and joint responsibility as needed. Qualifications Education:
Bachelor’s degree in business administration, Communications, or a related field preferred; leadership experience in clinical or academic settings desirable. Experience:
Minimum of five (5) years of experience as an Executive Assistant or in a similar role supporting senior leadership. Skills: Ability to work in a high paced role Capability and willingness to learn new skills and tools Exceptional organizational, time-management and interpersonal abilities Strong written and verbal communication skills High level of discretion and professionalism Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools Ability to multitask and prioritize effectively in a dynamic environment Collaborative and team-oriented mindset with other Executive Assistants and organizational leadership Compensation Salary commensurate with experience. Excellent benefits program including Health, Dental, Vision, Section 125 Cafeteria Plan Premium reduction and Medical Flexible Spending Account, employer funded cash balance retirement plan, employee funded 401(k), Basic Life and AD&D insurance, and Long-Term Disability. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, or disability status.
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Coordinate and manage the executive’s schedule, including meetings, appointments, and travel arrangements, ensuring efficient time management. Communication:
Act as the primary point of contact between the executive and internal/external stakeholders, handling correspondence, phone calls, and emails with professionalism and confidentiality. Meeting Support:
Help prepare agendas, materials, and presentations for meetings as requested. Transcribe as needed meeting minutes, emails, memos, and faxes on behalf of ABFM Leadership, ensuring follow-up on action items. Travel Coordination:
Arrange travel itineraries, accommodations, and transportation for the executive and other team members as needed. Project Assistance:
Support the executive with special projects, research, and reporting as required, ensuring timely completion and high-quality outcomes. Assist in the review, edits and polishing of manuscripts, articles, PowerPoint presentations, and papers drafted by the CEO. Administrative Tasks:
Manage expenses, incoming phone, mail, emails, and deliveries as well as other administrative functions. Maintain accurate records and ensure compliance with company policies. Relationship Management:
Build and maintain positive relationships with internal teams, clients, and external partners on behalf of the executive, maintaining detailed contact lists of internal and external partners. Support ABFM hospitality functions for employees, guests, and other organizations. Problem-Solving:
Anticipate the executive’s needs and proactively address potential challenges or opportunities. Support of senior leadership team and joint responsibility as needed. Qualifications Education:
Bachelor’s degree in business administration, Communications, or a related field preferred; leadership experience in clinical or academic settings desirable. Experience:
Minimum of five (5) years of experience as an Executive Assistant or in a similar role supporting senior leadership. Skills: Ability to work in a high paced role Capability and willingness to learn new skills and tools Exceptional organizational, time-management and interpersonal abilities Strong written and verbal communication skills High level of discretion and professionalism Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools Ability to multitask and prioritize effectively in a dynamic environment Collaborative and team-oriented mindset with other Executive Assistants and organizational leadership Compensation Salary commensurate with experience. Excellent benefits program including Health, Dental, Vision, Section 125 Cafeteria Plan Premium reduction and Medical Flexible Spending Account, employer funded cash balance retirement plan, employee funded 401(k), Basic Life and AD&D insurance, and Long-Term Disability. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, or disability status.
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