Endocrinologists are at the core of solving the most pressing health problems of our time, from diabetes and obesity to infertility, bone health, and hormone-related cancers The Endocrine Society is the world’s oldest and largest organization of scientists devoted to hormone research and physicians who care for people with hormone-related conditions. Our inclusive community is made of scientists, physicians, educators, nurses, and students in 122 countries.
The Executive Assistant (EA) is a member of the Governance and Strategy team with the primary goal to support, anticipate and proactively manage the CEO’s day-to-day schedule and to foster an environment that allows the CEO to focus on strategy. The incumbent reports to the Manager, Strategic Initiatives to gain an understanding of key business initiatives to anticipate future needs of the CEO. The individual must develop and maintain strong relationships across the organization to respond to changing priorities and exercise judgment and discretion to independently resolve problems or issues. The individual will also assist the CEO in strengthening and supporting external relationships by tracking action items, follow-ups, and correspondence.
What you’ll bring to the job:
Minimum eight years supporting executives. Bachelor’s degree preferred, or equivalent combination of education and experience.
Highly organized and self-motivated with the ability to work under pressure.
Strong relationship builder with a positive outlook and the ability to anticipate the needs of the CEO.
Excellent time management skills including strong multi-tasking skills and ability to independently prioritize work in a busy environment, demonstrate critical thinking skills, and exercise sound judgment.
Strong communication skills, both orally and written, including proofing and copyediting.
Proficient in Microsoft Office 365 products (Outlook, Word, PowerPoint, Excel).
Experience with member database, website management software tools, advanced Adobe, and travel software programs preferred.
Our Values: We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation.
What you’ll own:
Exercise excellent judgment, integrity, and diplomacy skills; can be trusted with highly confidential information.
Anticipate and prepare what the CEO will need each day for meetings, conferences, and travel.
Manage the CEO’s fluid schedule including meetings, conference calls, travel, and protected time; serve as a gatekeeper by balancing competing demands for the CEO’s time through a deep understanding of the CEO’s strategic priorities.
Plan, organize, and execute a variety of internal meetings and off-site leadership retreats, varying in complexity, and ranging in size from two to sixty people.
Support the Manager, Strategic Initiatives in the development of the tri-annual Board of Directors’ Report. Assist with the preparation of the report, including collecting outstanding submissions, formatting, and designing. The EA will utilize strong writing and editing skills including copy editing and proof reading.
Interpret high-level meeting briefings and manage the review process and final recordation.
Process and approve reimbursement claims; scrutinize claims for compliance with the organization’s policies; maintain oversight of the CEO’s budget and expenses and lead the preparation of the Executive Office departmental budget.
Prepare correspondence and/or communications on behalf of the CEO. Analyze incoming correspondence for action by the CEO or route to the appropriate staff for follow-up on an as needed basis or when the CEO is otherwise unavailable.
Manage meetings with internal and external stakeholders to include scheduling, meeting invites, preparing agendas, collecting and distributing materials for meetings, assisting in writing minutes, documenting and following up on action items, etc.
Manage complex travel schedules both domestic and international. Develop travel itineraries and hotel bookings in accordance with travel policy guidelines, secure necessary travel documents (i.e. passport application, travel visas, etc.) and ground transportation, and complete expense reports following organization’s policy.
Manage complicated business calendar in Outlook and track other global Endocrine Society meetings and events.
Demonstrate teamwork by assisting with the nomination process, committee appointments, and Laureate awards when appropriate.
Perform website updates and help archive, organize, and maintain relevant SharePoint document libraries.
Other duties as assigned.
What you’ll do well:
Anticipate the implications and consequences of situations and take appropriate action to be prepared for possible contingencies. Anticipate possible problems and develop contingency plans in advance. Notice trends and develop plans to prepare for opportunities or problems. Anticipate how individuals and groups will react to situations and information and plans accordingly.
Provide sound inquiry and analysis to make recommendations and decisions. Demonstrate the ability to identify problems, synthesize, evaluate, and make appropriate decisions and/or recommendations for level of job. Demonstrate the ability to weigh pros/cons and cost benefit of decisions. Use sound judgment in decision-making. Exercise timeliness in making decisions. Take appropriate actions to correct ineffective decisions.
Ensure that one's own and other's work and information are complete and accurate; carefully prepare for meetings and presentations; follow up with others to ensure that agreements and commitments have been fulfilled. Set up procedures to ensure high quality of work; Act to verify information; Check the accuracy of own and others' work; Develop and use systems to organize and keep track of information or work progress; Prepare for meetings and presentations; Organize information or materials for others; Review and check the accuracy of information in work reports.
Plan and organize the work of a group, department, or project and establish effective priorities. Effectively use time. Demonstrate ability to “think outside the box” for solutions or ways to accomplish the job in a more effective way. Handle projects responsibly (including expense management). Prioritize as needed and meet deadlines. Communicate challenges/barriers to supervisor. Collaborate and share progress with others to get the project completed. Demonstrate effective delivery of completed project.
Develop and maintain effective relationships with others to encourage and support communication and teamwork. Demonstrate the ability to build and maintain ongoing, collaborative, working relationships with coworkers and members to achieve the goals of the organization.
Effectively communicate by actively listening and sharing relevant information with co-workers and other external constituents to anticipate problems and ensure proper results; effectively communicate by adjusting style, tone and level of detail appropriate to the audience and occasion.
Ensure the effective and efficient use of association resources. Develop and effectively manage departmental/project budgets. Demonstrate knowledge of appropriate business practices and procedures, ability to allocate resources, plan procurement and oversee budgets and contracts to ensure fiscal responsibility.
What you’ll get out of it:
Working with a staff that has passion for our mission, believes in one another and has fun.
The chance to work in an environment that empowers staff to take informed risks and create new programs and services.
A chance to make a contribution in a fun job with room to make it your own.
A strong and competitive salary and benefits package that focuses on your well-being and financial health.
Endocrine Society offers a convenient downtown DC location within walking distance of Farragut North/Farragut West and Foggy Bottom Metro stations. Qualified candidates interested in a purposeful work environment, competitive salaries and excellent benefits, including a generous TIAA- CREF retirement plan with 10% employer contribution, submit resume and cover letter with salary requirements.
About Endocrine Society
Endocrine Society is the world's largest and most active professional organization of endocrinologists in the world. Founded in 1916, the Society is internationally known as the leading source of state-of-the-art research and clinical advancements in endocrinology and metabolism. We are dedicated to promoting excellence in research, education and clinical practice in the field of endocrinology. Society membership continues to grow with more than 18,000 members from over 100 countries. These professionals are dedicated to the research and treatment of the full range of endocrine disorders: diabetes, infertility, osteoporosis, thyroid disease, obesity/lipids, growth hormone, pituitary tumors, and adrenal insufficiency.
For employees, Endocrine Society offers a stimulating, collegial work environment of 86 staff where top performance is recognized and appreciated. We pride ourselves on our competitive pay practices and excellent benefits program, including a 10% annual employer contribution to a TIAA-CREF retirement plan, subsidized health, dental and vision insurance, fully paid life and disability income protection, professional development and tuition assistance programs, an on-si...te employee fitness room and generous leave benefits. We have a convenient Downtown D.C. location accessible by the Metro red line Farragut North and blue and orange line Farragut West stations.