Executive Administrator to the Executive Director
: Job Details :

COMPANY OVERVIEW

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.

AAOMS JOB DESCRIPTION

POSITION: Executive Administrator to the Executive Director

STATUS: Exempt

REPORTS TO: Executive Director

POSITION 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.

KEY ACCOUNTABILITIES

• Coordinate all logistics for off-site Board of Trustees (BOT) meetings
• Develop and coordinate Board of Trustees meeting agendas and itineraries
• Organize all logistics and agendas for bi-annual Leadership Conferences
• Coordinate the Opening Ceremony at the Annual Meeting
• Arrange all Board-related meetings and the Board/Staff Recognition event
• Process expense forms for the Board of Trustees
• Coordinate all Awards-related activities, including ordering awards, HQ rosters, and purchasing special gifts
• Organize Annual Meeting events such as Board of Trustees meetings, spouse event, board-staff reception, reception in President's suite, past presidents luncheon, past presidents and officers dinner
• Coordinate invitations and develop lists for all Annual Meeting and other receptions, spouse events, and special events
• Handle all logistics, handouts, agendas, and special presentations for Annual Meeting and other events
• Manage all logistics related to the ADA Annual Session, including registration of Board and staff and the agenda for Board Meeting
• Coordinate Board of Trustees attendance at all regional/state and other Allied and International meetings
• Serve as primary contact for special requests from the President, President's Spouse, Executive Director, officers, and Trustees
• Act as liaison for International meetings
• Maintain VIP list for Annual Meeting
• Assist with Registration of Delegates/VIPs for HOD sessions during Annual Meeting
• Maintain the AAOMS Calendar
• Act as primary Staff Liaison to the Advisory Committee on Awards Nominations (ACAN)
• Coordinate all logistics for Dental Specialty Group Meetings
• Performs other or similar duties as assigned by the Executive Director.

Salary Range $80,000-$85,000 per year

Benefits:

Medical insurance with prescription drug coverage

Dental Insurance

Short-term and long-term disability

Life insurance

401K plan with matching

Paid time off (PTO)

Flexible schedule

Hybrid work schedule

Employee assistance program

Flexible spending account

QUALIFICATIONS

• 4 to 7 years of relevant professional experience
• 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