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Executive Assistant, District II

ACOG / American College of Obstetricians and Gynecologists
United States, New York, Albany
November 15, 2022

Executive Assistant, District II
Job Locations

US-NY-Albany


Job ID
2022-1510

Category
Administrative/Clerical

Type
Regular Full-Time

Grant Funded
No



Overview

The American College of Obstetricians and Gynecologists (ACOG), a membership organization dedicated to improving the lives of all people seeking obstetric and gynecologic care, their families, and communities through supporting our members, is currently seeking an Executive Assistant at our District II office in Albany, New York.

The Executive Assistant is responsible for performing a wide range of administrative and office support activities to help executive(s) in facilitating the efficient operation of their departments. Performs a variety of duties, complex and confidential in nature. Effective in planning, prioritizing and executing tasks in a timely manner. Building and maintaining strong relationships both internally and externally.

Cover Letter Required.



Responsibilities

    Facilitate the flow and exchange of the department's administrative activities, including but not limited to, managing calendars, schedule meetings and plan and prepare materials, making travel arrangements, manage expenses, and processing reimbursements. Create and maintain files, copy and fax, sort and distribute mail, respond to routine letters, emails and inquiries, and order office supplies.
  • Conduct research and review and screen documents and various forms of communications on an array of topics related to program and operational activities as needed.
  • Serve as a liaison between the executive, staff and external partners. This includes receiving and screening the executives phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls and emails appropriately for resolution.
  • Manage the timely and accurate retention and retrieval of important documentation consistent with ACOG's document retention policy and the department's daily business requirements, to include organizing and maintaining electronic and paper files.
  • Assist in project management activities and processes including project and event planning, coordination, prioritization, initiation, execution, and training when applicable; as well as in fostering collaboration of end-users and key stakeholders.
  • Keep the executive(s) advised of time-sensitive and priority issues, ensuring appropriate follow-up. Determine priority of matters of attention; redirect matters to appropriate team for resolution or resolve matters as appropriate.
  • Compose and prepare letters relating to routine correspondence for the executive(s) signature.
  • Maintain confidential and sensitive information.
  • Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
  • Communicate with committees and councils on routine matters, procedures and meetings, including scheduling of meetings.
  • Complete a variety of special projects including creating PowerPoint presentations, spreadsheets and special reports, and agenda material for internal and external audiences.
  • As needed based on leadership request, support and coordinate the budget review and approval process and prepare final documentation in accordance with the directed schedule. Keep abreast of the budget income and expenditures and provide appropriate reports to leadership and appropriate staff.
  • Interact and collaborate with internal teams. Play a key role in the coordination of staff efforts both within and outside the department.
  • Maintain project management smartsheets for projects.
  • Perform other duties as assigned.


Qualifications

  • High School Diploma required; Bachelor's Degree preferred.
  • 4 years of office experience required; experience as an Executive Assistant preferred.
  • Demonstrated computer literacy. Proficient in Microsoft Office Suite.
  • Working knowledge of web-based project management software programs.
  • Ability to work independently.
  • Proven ability to handle confidential information with discretion.
  • Exercise sound judgment in problem solving skills and demonstrate critical thinking skills, including investigating issues, asking appropriate questions and recommending alternative solutions, as appropriate
  • Excellent verbal and written communication skills.
  • Strong interpersonal skills including ability to communicate effectively with people one on one and in a group setting.
  • Must be highly motivated and maintain professionalism.
  • Ability to work under pressure and manage multiple tasks simultaneously.
  • Must be organized, manage priorities, detail and deadline-oriented.
  • Ability to travel.


About ACOG

Home to more than 60,000 health care professionals, the American College of Obstetricians and Gynecologists (ACOG) is a membership organization leading advancements in obstetric and gynecologic health. When you become part of the ACOG team, you're a part of an organization that values communicating evidence-based, peer-reviewed information about health to members and the general public. ACOG supports its members by maintaining authoritative clinical guidance, providing continuing medical education resources, patient education materials and more. Together with our members, we are working to transform the future of obstetric and gynecologic health by delivering a compelling member experience, supporting the ob-gyn profession, and advocating for improved health. ACOG is a 501 C (6) organization.

Our Perks

Paid Parental Leave - Breastfeeding Friendly Workplace - Flexible work schedule - Commuting Allowance - Generous Paid Time Off - Holiday Pay - Life Insurance - Community Volunteering Opportunities - Generous 401(k) Company Contributions - Medical, Dental, and Vision Insurance - Learning Opportunities and Tuition Reimbursement - Company-Sponsored Team Outings - and more!

ACOG is an EEO employer committed to providing equal employment opportunities to all applicants and employees. As a federal government contractor and in accordance with applicable laws, regulations, and Executive Orders, the College takes affirmative action to ensure that applicants and employees covered are not discriminated against because of their race, color, religion, national origin, sex (gender), age, disability, pregnancy, marital status, sexual orientation, personal appearance, gender identity or expression, family responsibilities, political affiliation, veteran status, genetic information, or any other characteristic that is protected by applicable law. For more information about your equal employment opportunity rights, please view this poster: EEO is the Law. The College also participates in E-Verify.

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