Administrative Coordinator, Governance Operations

Provide administrative support for the Governance Operations Department and the Office of the Executive Director, including drafting correspondence, responding to email messages and phone calls, maintaining electronic files, and compiling information from various sources.

Plan and coordinate fulfillment of needs for printing, photocopying, purchase requisitions, and follow up within the expense amounts budgeted as assigned.

Assist with preparations for the Board of Directors, Council, and Steering Committee meetings, including scheduling and planning virtual meetings, production and distribution of agenda reference materials, meal functions, hotel arrangements, communications with leaders and staff, and assisting with onsite implementation and logistics.

Prepare and process reimbursement letters for the Board of Directors, Council officers, Council Steering Committee, and other members. Follow up for timely submission of reimbursement letters.

Assist with the College’s liaison program, including communications with liaison representatives, coordination of meeting dates and locations, and prepare and process reimbursement letters for representatives.

Assist with updating information in the General Reference Notebook (a compilation of policies, procedures, and key reference documents) for use by key volunteer leaders and staff.

Assist with updating leadership information in CRM for councillors and committee members.

Serve as the main point of contact for ACEP leadership award recipients. Provide clear information and support to award recipients regarding hotel reservations, travel arrangements, applicable recognition events, and photo sessions. Prepare reimbursement letters and communicate details to award recipients, staff, and vendors. Order, proof, and ship awards as needed for award recipients and outgoing leaders. Review event photos and send follow-up correspondence and awards links to award recipients.

Assist with planning, preparation, and on-site implementation of awards recognition events and ensure the production of high-quality, personally-meaningful awards videos for all key award recipients.

Assist with updating and maintaining leadership information on the ACEP website.

Assist with updating information in the Council Resolutions database.

Provide support to past and current ACEP leaders as requested by supervisor.

Provide on-site support to members during the Scientific Assembly and assist with implementation of Board of Directors and Council functions/events.

Attend business and educational meetings as assigned by supervisor.

Perform other duties and complete special projects as assigned by supervisor.

High school diploma or equivalent.

Accurate administrative skills, including word processing.

Five years related administrative experience including scheduling meetings, planning events, handling client/member requests and problems, writing correspondence, and project organization and coordination.

Thorough knowledge and experience working with Microsoft Office 365 applications (Outlook, Word, Excel, PowerPoint).

Associate or bachelor’s degree.

Strong commitment to customer service and maintenance of confidential information.

Accuracy and attention to detail.

Excellent organizational skills.

Prioritization of multiple simultaneous projects, consistently meeting deadlines.

Ability to work well under pressure and navigate multiple deadlines.

Ability to work well independently and in collaboration with others.

Ability to get along with others and handle problems in a positive manner.

Excellent verbal and written skills.

Excellent editing and proofreading skills.

Experience working with Microsoft CRM or other customer relationship management system.

Experience working with a content management system.

Experience working with project management software such as Monday.com.