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Assistant Director, Executive Administration

Chicago, 142 E Ontario St, Chicago, Illinois, United States of America Req #70
Wednesday, November 13, 2019
The mission of the American Osteopathic Association is to advance the distinctive philosophy and practice of Osteopathic Medicine.


The Assistant Director of Executive Administration (Asst. Director) will be responsible for and will oversee all administrative needs of the SVP and AVP of Policy, Interdepartmental Communications and Strategic Project Management (AVP Policy), as well as the coordination and tracking of strategic project work plans. The Asst. Director will also work with the AVP of Operations for budget reconciliation and identification of exceptions. The professional in this role will play a key role in the administrative, financial and operational success of the CBS Department.


• Heavy calendar management for SVP requiring interaction with both internal and external executives and assistants to coordinate a variety of senior executive level meetings.
• On behalf of SVP, coordinate, prepare agendas and transcribe meeting minutes for CBS team activities including bi-weekly staff and manager meetings.
• Compile and distribute notes from all key meetings; track follow-up action items with identified responsible party(s) in specified time frame.
• Act as a strategic project brainstorming confidante to and records keeper for the SVP and CBS Leadership team, keeping all information highly confidential.
• Track all CBS strategic initiatives, including supporting SVP’s project update reports to the Senior Leadership Team (SLT).
• Review expense reimbursement requests, Identify exceptions to budget, obtain detail from Directors before presenting to AVP of Operations and SVP.
• Handle incoming and outgoing communications on behalf of the SVP.
• Coordinate the preparation of reports by the SVP.
• Engage in projects that are collaborative across all divisions of the association, including leadership development initiatives; staff training and development.
• Draft and edit memos and correspondence on behalf of SVP.
• Consistently look for ways to make executive functions more efficient and streamlined.


Education:  Bachelor of Arts or Science in Business Administration or related field.


• Minimum 3 years in Executive Administration or professional role with like functions.
• Minimum 2 years of Project Management responsibility with proven track record of completing short-term tasks under time-sensitive deadlines, while continuing to manage on-going long-term projects.
• Expert level communicator who is comfortable using a variety of written and verbal methods to work with internal organizational teams and with employees at all levels in external organizations.
• Trustworthy and mature professional able to handle confidential information in an appropriate manner.
• Stature and confidence to build relationships and credibility internally and externally.
• Demonstrated competence in MS Office, including Word, Excel, PowerPoint, and Outlook.
• Innate ability to learn new software and technologies.
• Ability to make decisions independently, determine priorities and manage multiple task simultaneously.
• Natural organizer with demonstrated expertise in calendar management.

Licensure or Certification:  Project management preferred.


This position is based in Chicago AOA headquarters and requires onsite presence a minimum of four days per week.  Travel for Board-specific and AOA organizational meetings (up to 15%) will also be required. Extended workday hours may be necessary around major meetings and other high-volume work periods.

Physical requirements include the ability to remain in a stationary position, the ability to move supplies and equipment up to 25 pounds and the ability to operate office equipment.


This position description reflects the assignment of essential functions.  It does not restrict additional tasks that may be assigned.  This job description is subject to change based on the needs of the organization.

AOA is an Equal Opportunity Employer who fully and actively supports equal access for all people regardless of Race, Color, Religion, Gender, Age, National Origin, Veteran Status, Disability, Genetic Information or Testing, Family and Medical Leave, Sexual Orientation and Gender Identity, expression or any other characteristic protected by applicable federal, state, or local laws.  We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or practice in the investigation of any complaint, or otherwise oppose discrimination. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings.

Other details

  • Pay Type Salary
  • Travel Required Yes
  • Travel % 15
  • Required Education Bachelor’s Degree
  • Chicago, 142 E Ontario St, Chicago, Illinois, United States of America