Manage correspondence and assist with final products for CEO.
Conduct research and summarize information and material from various sources.
Prepare draft documents and communication for both internal and external constituencies.
Screen mail and telephone calls for CEO and Executive Office.
Provide daily phone coverage for Executive Office and executive staff as needed.
Manage all travel arrangements and logistics, both domestically and internationally for CEO.
Develop and maintain calendar for the CEO
Prepare meeting materials as requested by Executive Office, which may include committee meetings, Board of Directors materials.
Process vendor bills for Executive Office Assist Board Executive with quarterly board meetings and/or special projects as needed.
Travel alongside CEO at Annual Meeting and other engagements, if necessary, to facilitate CEO, association activities and provide support.
Prepare the Annual Meeting schedules for the President, President-Elect and the CEO.
Prepare and manage the timely submission of the CEO’s expense reports and reimbursements.
Supervise onsite office services contractor and manage relationship with office services vendor.
Serve as building management liaison and manage the resolution of facilites requests.
Nature and Purpose of Contact with Others:
Internal - Assist with material preparation and coordination for weekly senior management team meetings. Work in collaboration with various AABB Department representatives on annual meeting preparation and other special projects.
External - Board of Directors – information surrounding meetings and preparation – by email, in person, or by phone – also includes coordination with their assistants. Committee Members – distribution of board reports and committee volunteer coordination by email. External organizations and individuals— represents Executive Office. Serves as back up to Director Board Governance for routine communications.
Education & Experience
Education -Minimum of two years college or business school training required.
Experience - Minimum of 3-5 years executive level secretarial/administrative experience. Association experience desirable.
Role Specific Certifications:
Accurate word processing (60 wpm).
Expertise with MS Office applications, database management, and survey tools.
Excellent written/oral communication skills and telephone manner.
Ability to synthesize discussions.
Ability to simultaneously juggle priorities and meet deadlines.
Highly organized work manner combined with attention to detail.
Cooperative and team oriented demeanor.
Ability to interact with all levels of Association staff, Board of Directors, and members in a professional manner.
Achievement – Exhibiting the ability and willingness to expend great effort to achieve organizational and individual results seizing opportunities that are presented and learning from experience.
Customer Service Focus – Providing prompt, high quality service by effectively serving, managing and supporting staff, and internal and external customers.
Expertise – Applying and developing technical and role specific skills and organizational knowledge.
Flexibility– Influencing and embracing change by initiating new ideas, generating creative solutions, trying different ways to solve problems and adjusting effectively to new situations.
Teamwork and Cooperation– Valuing people as individuals by creating effective working relationships by exhibiting skills such as information sharing, consensus building, and active listening skills.
Display independent judgment within generally defined practices and policies.
Ability to work with information of a critical nature that is sensitive and highly confidential.
Thrives in a fast-paced, deadline driven environment.
Working knowledge of Microsoft Office programs, including Excel, Word, PowerPoint, Outlook and other programs and databases as needed.
Knowledge of general office equipment.
Perform other related duties incidental to the work described herein.
This position requires sitting (80%), standing (5%), and walking (15%). Additional physical requirements are as follows:
Requires lifting materials of approximately 20-25 lbs.
Often requires computer responsibility which involves extensive use of keyboard, mouse and monitor.
Dayshift hours primarily. However, must have ability to work after hours and respond 24/7, if necessary.
Willing to travel, sometimes on short notice as needed. Travel and other work related assignments on weekends is possible.
AABB is the international association of blood banks, including hospital and community blood centers, transfusion and transplantation services and individuals involved in activities related to transfusion and transplantation medicine.More than 2,000 institutions (community and hospital blood banks, hospital transfusion services and laboratories) and 11,000 individuals are members of the AABB, including physicians, scientists, administrators, medical technologists, blood donor recruiters and public relations personnel. Members are located in all 50 states and more than 80 foreign countries.