What are the responsibilities and job description for the Senior Administrative Assistant, CEO and Governance position at American Society for Microbiology?
Job Overview
The Senior Administrative Assistant for the CEO and Governance provides high-level administrative support to both the CEO (60%) and Governance (40%) offices. For the CEO’s office, this position is responsible for managing extensive meeting scheduling, complex calendar and travel management, expense reporting, supporting meetings and events, and handling business correspondence, among other duties. In relation to the Governance Office, the position is responsible for, but not limited to, assisting with scheduling, and executing committee meetings as well as tracking pertinent volunteer information. Both offices operate at a high pace, with extensive interaction with senior leadership of the society. Functions are expected to be executed with high energy and a sense of urgency. A person in this position would be expected to exhibit the following:
- Great attention to detail and the ability to meet deadlines and respond in high-pressure and/or urgent situations.
- Ability to maintain composure and maintain a strategic presence during high-pressure situations by being resourceful, anticipating needs, prioritizing responsibilities, and proactively managing schedules.
- Exhibit sound judgment and common sense while making decisions.
- Flexibility to adapt to constantly changing demands and take on new and unfamiliar tasks.
- Self-starter with a proactive approach to providing exceptional customer service, demonstrating professional interpersonal skills with internal and external customers at all levels.
Accountabilities (are the critical activities and results the position is held accountable to produce)
- Office of the CEO Administrative Support
- Governance Administrative Support
- Project Management
- Coordination and Communication
Essential Functions (define the critical end results expected of the jobholder related to the accountabilities above)
- Provide High-Level Administrative Support: Deliver comprehensive administrative assistance to the Office of the CEO and the Governance Department, prioritizing workflow and ensuring smooth operations in a fast-paced, high-visibility environment.
- Calendar and Schedule Management: Proactively manage complex and shifting schedules for the CEO, ensuring all meetings, priorities, and changes are handled efficiently and without delay.
- Travel Coordination: Manage travel logistics and create detailed itineraries for the CEO
- Governance and Committee Support: Assist with scheduling, planning, and executing Governance-related committees and Board of Director meetings, maintaining impeccable attention to detail in materials and logistics.
- Meeting and Event Coordination: Plan, organize, and execute pertinent meetings and events, ensuring all details are accurate and logistics are seamless. Facilitate the preparation and follow-up of Committee meetings, including the creation of agendas, minutes, and action items.
- Professional Communication: Draft, review, and manage high-level business correspondence, maintaining a high standard of professionalism in both written and verbal communications.
- This position description should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job. Incumbents are required to perform other functions as assigned
Technical Competencies (are applied or practical knowledge and skills needed for effective technical performance)
- Project Management Skills: Plans, initiates, executes, controls and closes projects. Tracks and manages resources, timelines, costs, deliverables and performance, and implements contingency plans, if necessary, to ensure projects are successfully completed.
- Organizational Knowledge: Understands the norms and culture of ASM, the organizational structure and mission. Is able to effectively navigate the organization to accomplish work objectives.
- Planning and Organizing Skills: The ability to organize, prioritize and, where applicable, delegate work activities to efficiently accomplish tasks and meet objectives.
- Presentation and Written Communication Skills: Either “one-on-one” or within a group setting, employing the use of various media to share ideas, convey information and obtain necessary inputs in a clear and concise manner.
- Domain Knowledge: Demonstrates professional/technical knowledge, skills and expertise within functional area. Stays current on best practices and the ability to apply that knowledge and/or skill in a variety of work situations.
- Enterprise Processes and Technologies: Understands and effectively uses standard office equipment such as personal computers / laptops, and office automation software. Uses new, specialized or the organization-specific equipment, technologies, software, databases and systems, as required, in accordance with the organization policies. Up to date on social media and uses it appropriately on behalf of ASM.
Behavioral Competencies (are observable behaviors and skills that matter most for success)
1. Instills Trust (Respect/Honor) – Gaining the confidence and trust of others through honesty, integrity, and authenticity.
2. Drives Results – Consistently achieving results, even under tough circumstances.
3. Optimizes Work Processes – Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
4. Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
5. Self-Development – Actively seeking new ways to grow and be challenged using both formal and informal development channels.
6. Values Differences – Recognizing the value that different perspectives and cultures bring to an organization.
7. Decision Quality - Making good and timely decisions that keep the organization moving forward.
Physical Demands
This is largely a sedentary role and may sit or use PC for long periods of time. Bending, reaching, or stooping may be necessary for use of filing cabinets or other office cabinets or office machines. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copiers, filing cabinets and fax machines.
Salary Range- $48,325- $62,856
Salary : $48,325 - $62,856