Administrator, Executive Office
Senior level position responsible for managing the office of the Chief Executive Officer, serving administrative, project management, issues/information management, communications, relationships and advisory functions as directed by the CEO.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manages the Office of the CEO
Coordinates the administrative activities of the CEO’s office to meet assigned objectives and deadlines; meets regularly with CEO to determine and update required scope of activities and develop efficient processes that will promote the most effective use of Executive Department staff resources. Develops and improves management systems with the CEO’s office.
Keeps CEO focused on critical events, ensuring that less urgent or less pressing activities are managed until they can be addressed by the CEO. Helps to identify what meetings are necessary for the CEO to attend; assists in identifying participants and reviewing agendas; initiates subsequent follow-up meetings. Follows up on staff projects and ensures that the CEO’s workflow runs effectively and efficiently.
Coordinates high level meetings and events with volunteers and governance structures as well as with external business partners; compiles the necessary background information for each appointment. Works with the Executive Assistant for the Board of Directors on Board related matters; in preparation for or in response to Presidential Line conference calls, prepares action items for follow-up and initiates action.
Oversees the preparation and administration of the Executive Department’s budget; supervises the Executive Assistant and manages her workflow and performance. Keeps informed of and interprets all laws, regulations statues, rules and policies relevant to the Administrator’s work.
General administrative work
Attends education and/or business meetings. Handles inquiries and requests to the CEO’s office and responds on behalf of the CEO. Prepares drafts of policies, administrative matters and status reports for the CEO’s review and action. Manages Academy events originating from the CEO’s office. Coordinates activities with other departments and orthopaedic organizations.
Ensures the successful and timely completion of action items from meetings of the Board of Directors, Councils and Committees, as assigned. Conducts special projects and initiatives at the CEO’s direction. In conjunction with the fundraiser, coordinates all activities and communications related to the Capitol Campaign.
Issues and/or Information Management
Identifies issues that may require the CEO’s attention; conducts research on topics of interest or importance to the CEO. Gathers information from within and outside of the AAOS and acts as a central coordination point to support internal decision-making processes. Assists in identifying issues to be discussed with executive, volunteer and staff leadership teams. Manages the development of briefing papers for the CEO’s meetings, speaking engagements and business travels.
Serves as an on-going communications link between the Executive/Senior Management Team and the CEO’s office. Communicates with senior staff in a timely manner about briefing materials and other business reports to ensure CEO is prepared and positioned to advance organizational goals and initiatives.
Communicates to the CEO the requirements, needs and interests of external parties involved in the Administrator’s work activities and responsibilities. Communicates with internal and external bodies on sensitive and/or confidential matters to resolve complaints and issues. Develops memos, communication and correspondence for the CEO.
Supports collaborative relationships with external organizations and business partners; establishes excellent working relationships with key AAOS stakeholders including the Board of Directors, Presidential Line and Executive/Senior Management Team.
At the CEO’s direction, represents her in selected internal and external interactions with staff, volunteer leadership, the association community and other business partners; coordinates outreach to external groups and organizations on behalf of the CEO.
Approximately 15 days per year
• A Bachelor’s degree in business, communications or a related area
• 7+ years of senior level administrative experience reporting to an executive in a complex, customer-service and business-focused organization
• Exercises sound judgment with proven ability to resolve complex issues quickly and calmly through critical thinking, analytical problem-solving, collaboration and conflict management
• Proven ability to function independently, knowing when to take an issue to the CEO for her consideration
• Strong project management skills including demonstrated ability to organize diverse types of work, shift gears quickly and adapt to changing priorities and competing deadlines
• Ability to maintain a high level of confidentiality, using discretion and judgment in dealing with sensitive and controversial issues
• Demonstrated ability to earn trust, respect and confidence of senior level executives, staff and volunteer leaders
• Establishes and maintains effective working relationships with management, co-workers, representatives of external organizations, and the general public
• Displays a polished, poised, confident and professional demeanor that projects the premier image of AAOS; demonstrates tact and diplomacy in dealing with people at all levels
• Uses clear, concise, consistent and tactful language, both orally and in writing, to communicate effectively with multiple audiences on a wide variety of issues
• 5+ years of supervisory experience
• Proficiency with the Microsoft Office Suite of applications
• Ability to maintain electronic communication with the CEO ensuring availability and responsiveness outside of standard business hours
• Graduate degree desired in business, communications or a related area
Interested candidates should forward a resume with cover letter and salary requirements to: American Academy of Orthopaedic Surgeons, Attn: HR/Exec, 6300 N. River Rd, Suite 400, Rosemont, IL 60018. Or fax: (847) 823-1288. Or email : email@example.com
• 3-5 years of experience in a multi-disciplinary association environment
• Previous experience with volunteer governance structures
• Experience with association management software