What are the responsibilities and job description for the Executive Assistant position at American Osteopathic Association?
THIS IS A HYBRID POSITON REQUIRING 1 - 2 DAYS IN-OFFICE EACH WEEK. THE OFFICE IS LOCATED IN CHICAGO, IL IN THE STREETERVILLE/MAG MILE AREA.
Job Summary
The Executive Assistant provides high-level support to the Executive Director of the American Osteopathic Information Association (AOIA), serving as a trusted partner in advancing the organization’s mission. This role manages executive operations, strengthens Board and stakeholder engagement, and ensures effective coordination across the AOIA team and with external partners.
The successful candidate is a proactive, tech-savvy professional who thrives in a fast-paced environment, anticipates needs before they arise, and brings precision, discretion and innovation to AOIA.
ESSENTIAL FUNCTIONS
Executive Operations
- Manage the Executive Director’s calendar, communications and priorities to align with AOIA’s strategic goals.
- Liaise with external organizations, partners and stakeholders on behalf of the Executive Director.
- Coordinate travel, meeting logistics and expense reporting.
Board & Governance Support
- Plan and organize AOIA Board of Directors and Executive Committee meetings, including agenda preparation, minutes, reports and follow-up on action items.
- Maintain corporate documents, official records and filings in compliance with AOIA policies and nonprofit governance requirements.
- Liaise with Board members, ensuring timely communication and a professional experience.
Operations & Organization
- Coordinate internal staff meetings, retreats, and team-building sessions, ensuring clear agendas, timely documentation, and actionable follow-up.
- Manage finance workflows including invoice processing, vendor coordination, contract management with Finance/Legal, and expense reconciliation.
- Oversee weekly AOA Store shipments, office logistics, supply ordering, and document management to keep daily operations running smoothly.
- Maintain organized digital and physical filing systems, ensuring compliance with document retention policies and easy access to information.
- Coordinate AOIA team logistics, shipments, and onsite support for major AOA events, including OMED and the House of Delegates.
- Serve as the point person for operational problem-solving, helping the team stay efficient and focused.
Analytics & Reporting
- Collect, track, and synthesize key organizational data including Google Analytics, KPIs and departmental performance measures.
- Prepare concise dashboards and reports to support executive decision-making.
Additional Responsibilities
- Partner with the Executive Director on special projects, including emerging initiatives that strengthen AOIA’s innovation culture and advance the organization’s strategic priorities.
- Other duties as assigned.
MINIMUM QUALIFICATIONS
- Education: Bachelor’s degree required; PMP or other certifications a plus
- Experience: 5–7 years in an executive assistant, administrative, or project management role; previous work Board of Directors/decision making body.
- Working knowledge of/experience with Board and nonprofit governance requirements
- Advanced proficiency in Microsoft Office 365 Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint/OneDrive) and strong skills with project management tools (e.g., Asana, Monday.com, Jira).
- Intermediate to advanced database skills (Access, SQL).
- Working knowledge of Salesforce/Fonteva, Google Workspace, scheduling and document-signing platforms, survey tools, financial/expense systems, online travel booking, analytics platforms (including Google Analytics), generative AI tools, virtual meeting software (Zoom), and basic website/CMS editing (e.g., WordPress, Squarespace).
- PMP pr other certification a plus.
- Strong organizational and time management skills with the ability to manage competing priorities.
- Exceptional written and verbal communication skills, particularly in support of Board governance and executive reporting.
- Proven discretion and ability to handle confidential and sensitive information.
- Detail-oriented with a solutions-focused mindset and capacity to stay a step ahead.
WORKING ENVIRONMENT & REQUIREMENTS
- Hybrid position: 1–2 in-office days weekly in Chicago, IL.
- Quarterly domestic travel for Board meetings and occasional conferences/events.
- Ability to lift/move up to 25 lbs and manage event logistics as needed.
- Extended hours may be required during major meetings or deadlines.