POSITION SUMMARY 

The Executive Assistant provides high-level assistance and direct support to the NRMP President and CEO (“CEO"), other senior staff managers as assigned, and the NRMP Board of Directors. 

The dynamic nature of this role requires that the ideal candidate be a self-starter with exemplary time management skills and the ability to identify and anticipate the CEO’s needs. This role requires a savvy individual with excellent problem-solving skills and attention to detail.

The Executive Assistant must be able to interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive Team, Board of Directors, all NRMP staff, and external stakeholders. To perform this job successfully, the individual is expected to handle highly sensitive and confidential information while exercising a high level of critical thinking, professionalism, and discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Administrative Support

• Provides high-level administrative support and assistance to the CEO and other assigned leadership and staff.
  • Work directly with the CEO to support all aspects of the CEO’s daily work routine.
  • May be asked to be present in the office when CEO needs administrative assistance.

• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, conference attendance, etc. Exercise discretion in committing time and evaluating needs.
  • Attends meetings, as requested, to take notes and record minutes.

• Provide coordination, monitoring, and communication of administrative projects and report progress to CEO and executive staff.

• Assist in the development of presentations, memos, letters, reports, communications, and other documents to be used by the CEO and executive staff.

• Proactively determine priority of matters of attention for CEO and manage task list. Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.

• Proactively plan and execute conferences, events, staff meetings, Board meetings, and committee meetings, including travel and accommodations, venues, meals, agendas, and other plans, as needed. Collaborative with executive staff and human resources on these plans, as appropriate.

• Maintain overall office function, including ordering supplies and handling office inquiries.

• Manage expense reporting of the CEO ensuring timely and accurate reports.

• Design and maintain administrative procedure manuals, forms, and filing systems to meet the requirements of the records retention policy and ensure legal requirements are met.

QUALIFICATIONS, KNOWLEDGE SKILL REQUIRED 

• Bachelor’s degree preferred.

• Minimum of five years of administrative experience required, with at least two years performed in direct support of a senior manager or executive staff.

• Prior experience working with an external governing board of directors, particularly preparing written materials, scheduling travel, and coordinating meeting arrangements, preferred.

• Be a resourceful team player with a can-do attitude that is capable of cultivating productive working relationships with the CEO and across the organization.

• A detail-oriented self-starter that is eager to tackle new projects and bring new ideas to the table.

• Experience planning, coordinating, and executing all aspects of events and meetings including managing and negotiating contracts with hotels, meeting venues, and restaurants.

• Demonstrated experience safeguarding sensitive and highly confidential information.

• Excellent written and verbal communication skills.

• Excellent organizational and time management skills with a proven ability to meet deadlines.

• Ability to function well in a high-paced and at times stressful environment.

• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. Must have the ability and desire to learn and use new software.

• Extremely proficient with Microsoft Office Suite required.

• Familiarity with medical education a plus.

INTERACTIONS 

External:

• Frequent external contact with NRMP constituents and partner organizations

Internal:

• Regular contact with the NRMP Board of Directors

• Daily contact with the NRMP President/CEO, Chief Operating Officer, Chief of Staff, Chief Information Officer, Chief of Match Operations, and other NRMP staff members

ADA SPECIFICATIONS 

This position is hybrid, requiring the individual to come to the office at least once per week and when asked by the CEO. It is primarily sedentary with occasional overnight travel and may require some bending and lifting up to 15 pounds.