Executive Assistant to the Chief Executive Officer
Posted on Apr 10, 2019 by AABB
AABB is an international, not-for-profit association representing individuals and institutions involved in the fields of transfusion medicine and cellular therapies. The association is committed to improving health through the development and delivery of standards, accreditation and educational programs that focus on optimizing patient and donor care and safety. Our membership includes physicians, nurses, scientists, researchers, administrators, medical technologists and other health care providers located in more than 80 countries worldwide.
AABB is looking for an experienced professional to provide direct administrative and facilitative support to the Chief Executive Officer (CEO). This is a great opportunity if you are:
A highly dedicated professional who is organized and driven by new challenges.
A team player who believes in providing best in class service.
Looking for a work environment that values and promotes teamwork and collaboration.
About the Role
The Executive Assistant to the Chief Executive Officer provides direct administrative and facilitative support to the Chief Executive Officer (CEO). S/he serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Executive Office. Serves as liaison to the board of directors, volunteer leaders, and the association's leadership team(s). Works independently, while managing up, on projects from conception to completion.
Works across functions and teams in the organization to ensure the CEO's point of view and needs are represented and met. Represents the CEO and Executive Office with poise and professionalism.
Executive Administrative Support
Works directly with the CEO to provide support to all aspects of their daily work. Manages CEO's day-to-day calendar and supports the development and implementation of meeting agendas and logistical arrangements for all meetings involving the CEO.
Serves as main contact for communications to the executive team and assist administratively to maximize effectiveness. Determines priority of matters of attention for the executive team; redirect matters to staff members to handle, or handle matters personally, as appropriate. Acts as CEO's surrogate in the development or consideration of content/work product to be delivered to the CEO.
Develops and manages budgets directly overseen by the office of the CEO, including Board-related budgets. Processes all expense reports and invoices for the office of the CEO.
Collect data and documents for the executive team. Help collect information and draft briefing materials and reports to ensure CEO is prepared and positioned to advance organizational goals and initiatives. Independently composes, prepares, and follows-up on internal and external correspondence on behalf of the CEO. Attends meetings with and on behalf of the CEO, as needed.
Attends the association's Annual Meeting, providing direct support to the CEO. Participates as an adjunct member of the Facilitating Team. Schedules meetings, organizes agendas and materials, takes and disseminates notes, and follows up on all action items. Manages special projects as assigned.
Board Governance and Support
Serves as liaison to the Board of Directors for general communications, inquiries, and scheduling. Attends all Board meetings, Executive Committee calls, and other calls as needed and take the minutes from the meetings. Ensures proper follow up on action items from the meeting.
Maintains schedule for board meetings. Coordinates internally with staff to ensure the success of the meeting both strategically and logistically. Develops and distributes board related correspondence. Maintains all correspondence and board related documents via the board site.
Assists CEO with agenda setting and material preparation for Board and related meetings. Researches background material and prepare board books, agendas, and presentation material for meetings. Create supplemental materials (PowerPoint presentations, financial charts, special reports, executive summaries, etc.) independently and in collaboration with other staff members. .
Oversees key processes related to Board member service, including evaluations and support of the nominations and elections process. Facilitates orientation process for new board members, committee chairmen, and staff liaisons. Identifies opportunities for continuous improvement of the association's governance structure and processes. Updates and maintain formal Society records including Board and committee minutes, policy manuals, membership records, Board and Board-related volunteer group rosters and charges, bylaws, and other key information.
Manages executive team meetings and other events at the annual conference. Collaborates with other staff members to ensure the voice and perspective of the CEO is represented.
Category: Administrative , Keywords: Executive Secretary