Position Title: Executive Administrator – Governance and Operations
Reports To: Executive Director
Position Summary: Serves as primary governance and administrative support for Executive Director. Responsible for efficient office operations, supplies/equipment, new hire materials, and scheduling. Oversees, with Executive Director’s direction/support, Nominating Committee processes, SOPs within purview; policies and procedures; committee agenda scheduling and preparation; Board minutes; and committee interest/appointment processes and communications. Oversees bookkeeper and insurance renewal processes. This position requires excellent attention to detail and organizational skills; the exercise of discretion and independent judgment in communications with staff and members; management of member activities and aspects of the technical membership database relating to committee structure, appointments and membership communication; creation of database reporting, and in representing the AOA to members and external parties.
Primary Duties and Responsibilities:
Provides general office administration for AOA headquarters office, including:
Coordinates phone coverage and holiday schedules. Establishes administrative staff phone coverage schedule and assures a process for phone calls to be answered in three rings or less.
Orders supplies and monitors invoices to ensure a cost-efficient purchasing and equipment rental/maintenance process.
Responsible for equipment lease/contract renewals and cost-efficient utilization/maintenance of office equipment.
Communicates with building management regarding facilities/security issues.
Maintains current and new employee hire materials, orders background screenings, and coordinates compliance with the AOA’s HIPAA policy.
Coordinates all-staff meetings.
Maintains contracts log, file and mail system.
Understands, communicates and advances overall AOA strategic objectives to staff and external stakeholders.
Administrative and Governance Coordination
Creates, implements and maintains (including SOPs) database processes for member/committee activities including committee participation evaluation, slate nomination and consideration processes, committee interest solicitation process, and disclosures.
Provides primary administrative support for the Executive Director:
Manages the organization’s administrative committee interest, disclosure, appointment and evaluation processes.
Creates, edits, and distributes Board minutes.
Handles inquiries and requests to the Executive Director’s office and responds on behalf of the Executive Director.
Manages the Executive Director’s meeting, conference call, and travel schedule and arrangements.
Performs special assignments as determined by the Executive Director.
Knowledge, Skills and Abilities (the specific minimum competencies required for job performance)
Education: Undergraduate degree preferred.
Experience: Three years minimum of progressively increasing administrative experience.
Strong customer service aptitude
Above average verbal and written communication skills
Proficient with database technology and the Microsoft Office suite of applications
Association experience desirable
Supervisory responsibilities: One direct report
Exercises sound judgment with proven ability to resolve complex issues quickly and calmly through critical thinking, analytical problem-solving, collaboration and conflict management
Strong organization and project management skills including demonstrated ability to organize diverse types of work, shift gears quickly and adapt to changing priorities and competing deadlines
Displays a polished, poised, confident and professional demeanor that projects the premiere image of the organization
Establishes and maintains effective working relationships with management, co-workers, association members, representatives of external organizations, and the general public
Proven ability to function independently and assume responsibility for delegated activities
Uses clear, concise, consistent and tactful language, both verbally and in writing, to communicate effectively with multiple audiences on a wide variety of issues
Willingness to work extra hours during busy periods to assure that deadlines are met
Bachelor’s degree or relevant work experience.
2-4 years progressive experience in a non-profit organization desirable.
Strong computer skills including proficiency in using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Publisher), and social media (Instagram, Twitter). Knowledge of WordPress and Salesforce and Pardot preferred.
Must be highly self-directed, well-organized, possess excellent attention to detail, be disciplined, able to multi-task and comfortable completing tasks with minimum supervision.
Strong organization/decision-making/time management skills to effectively adhere to shifting priorities and deadlines.
Ability to work under pressure with an eye on the big picture and attention to detail.
Exceptional written and verbal communication skills, willingness to learn, and strong work ethic required.
Applicants must exhibit professionalism, strong interpersonal skills, and the ability to engage with individuals at all levels.
Working Conditions/ Travel: Minimal: 3-5 days out-of-town travel / weekend meetings, potentially. Approximately 3-5 evening conference calls.
Employees of the AOA enjoy generous benefits, including:
• Medical, dental, life insurance, and long-term disability plans for full time employees
• Current Employer-sponsored Retirement Plans
1. Employer contribution of 10% of salary to each Employee’s retirement plan
2. Employee option/ability to make additional retirement contributions, before tax, up to federal limits
• Generous PTO policy
• Partial week hybrid / remote work option; AOA is located in Rosemont, IL and in office attendance is required
• Summer hours and flexible work hours
• AOA employees have annual opportunities to expand their skill sets in the not-for-profit association management arena and participate in continuing education, with opportunities for promotion and advancement
The American Orthopaedic Association is the oldest and most distinguished orthopaedic association in the world. Founded in 1887, the AOA has had significant involvement in the founding of multiple, major orthopaedic organizations including the American Board of Orthopaedic Surgery, the Journal of Bone and Joint Surgery, the American Academy of Orthopaedic Surgeons, Orthopaedic Research and Education Foundation, and OMeGA Medical Grants Association. The American Orthopaedic Association is the national leadership organization for orthopaedic surgeons in the United States and is based in Rosemont, IL. The mission of this not- for-profit organization centers around the identification and exploration of critical issues impacting musculoskeletal patient care and the profession, the advancement of orthopaedic graduate medical education, and the development of leadership skills from orthopaedic residency through the senior orthopaedic surgeon leader.