Executive Assistant

The Executive Assistant (EA) provides advanced administrative and project coordination support to members of the Federation’s senior leadership team, including the Senior Vice Presidents for Government Affairs, Policy, Legal Affairs, and Meetings. This position plays a vital role in ensuring the smooth execution of departmental initiatives, communication across functions, and alignment with the Federation’s strategic and advocacy goals.

The EA works closely with the Senior Executive Assistant and the Vice President of Administrative Services to ensure seamless coordination across departments and timely completion of organizational priorities.

Key Responsibilities:

Administrative & Calendar Management

• Manage and prioritize complex calendars and schedules for assigned Senior Vice Presidents, coordinating meetings, conference calls, and travel arrangements.
• Anticipate scheduling conflicts and proactively adjust priorities.
• Prepare and distribute meeting materials and agendas, capture and track follow-up actions.

Project Coordination & Departmental Support

• Support coordination of deliverables across SVP portfolios (Policy, Meetings, Legal, and Government Relations), ensuring tasks, deadlines, and materials are completed accurately and on time.
• Assist in finalizing comment letters, presentations, and internal reports.
• Maintain a tracking system for interdepartmental projects, deadlines, and correspondence.

Communication & Liaison

• Serve as the first point of contact for internal and external inquiries to SVPs, exercising sound judgment and discretion.
• Draft, edit, and proofread correspondence, memos, and presentations.
• Coordinate cross-departmental communication and share key updates with the Senior Executive Assistant to ensure organizational alignment.

Operations & Administration

Vendor management: serve as the point of contact for all FAH contracts, maintaining a log of contracts in process, scheduling yearly reviews, and ensuring proper payment, working with the Finance Department.

• Prepare and reconcile expense reports, invoices, and travel documentation.
• Maintain accurate records and filing systems, both digital and physical.
• Support special projects, such as policy briefings and member communications, as assigned by the SVPs.

Collaboration

• Partner closely with the Senior Executive Assistant to ensure continuity of coverage and efficient workflow across the executive and senior leadership teams.
• Support event and meeting logistics in collaboration with the Meetings team.

Qualifications

• Bachelor’s degree preferred; relevant administrative experience required.
• At least 5 years of progressively responsible administrative or executive support experience, ideally in an association, government, or health policy environment.
• Strong organizational, communication, and time-management skills.
• Demonstrated ability to manage competing priorities and exercise discretion with sensitive information.
• Proficiency in Microsoft Office Suite, Teams, and virtual meeting platforms.