The Executive Office Associate will provide administrative and project support to the Executive Department (CEO and Senior Director of Governance and Board Relations). The incumbent will also support international and volunteer engagement activities, provide excellent customer service to leadership of the Society, and perform other duties as assigned.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Governance and Board-Related Activities
Work with incoming Presidents to schedule HRS Board and Executive Committee meetings.
Develop and distribute Board meeting materials.
Provide virtual and onsite support (i.e., logistics, A/V, recording proceedings, etc.) for HRS Board Meetings.
Coordinate the volunteer disclosure process.
Manage ballot process for annual Board of Trustee and Officer nominations.
Support the committee appointment process, and coordinate committee invitations and thank you letters.
Manage and track the obituary process for leaders in HRS or the field of EP.
Manage and schedule HRS President, President-Elect, and First Vice President calendars for the annual meeting.
Administrative Support to the CEO/Executive Office
Coordinate CEO’s calendar and arrange travel.
Process CEO expense coding and reimbursement, including reconciling statements.
Assist with staff operational tasks as needed.
Manage budget for CEO/Executive office.
Schedule meetings, send meeting notifications, provide agendas, and arrange & manage meeting details.
Assist in collaborative efforts with organizations working with HRS.
Create, edit, format, and proofread presentations, documents, brochures, and website material.
Support International Relations or Administrative
Track HRS volunteer and staff participation in international leadership meetings.
Serve on international meetings planning teams, as needed.
At the annual meeting:
Schedule all meetings between senior volunteers and representatives from international societies
Prepare meeting agendas and minutes.
Distribute minutes to international society representatives.
Work with staff and representatives from international societies to schedule leadership meetings as needed.
Support to the Chief Strategy Officer
Provide administrative support to the Chief Strategy Officer as needed.
Knowledge of business principles involved in resource allocation, production methods, and coordination of people and resources.
Skill in organizing, planning, and prioritizing work; developing specific goals and plans to prioritize, organize, and accomplish work.
Skill in coordination; adjusting actions in relation to others' actions.
Skill in active listening; giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Skill in reading comprehension; understanding written sentences and paragraphs in work related documents.
Skill in writing; communicating effectively in writing as appropriate for the needs of the audience.
Skill in speaking; talking to others to convey information effectively.
Ability to take direction from multiple sources.
Ability to develop constructive and cooperative working relationships with internal staff and external stakeholders and maintaining them over time.
Ability to analyze information and evaluate results to choose the best solution and solve problems.
Ability to balance multiple assignments and follow standard procedures to accomplish assigned tasks.
Ability to manage projects from implementation to execution.
Ability to work on routine tasks independently and confer with supervisor on complex work assignments or unusual work situations.
Ability to work effectively in a small staff environment.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Experience: 3 to 5 years of experience including prior experience serving as an Executive Assistant to a CEO OR 2 to 4 years in customer service
Experience working in a professional association or similar non-profit.
Excellent written and verbal communication skills.
The Heart Rhythm Society (HRS) is a 501(c)(3) international nonprofit organization. Founded in 1979, HRS is a leading resource on cardiac pacing and electrophysiology. Our specialty organization represents medical, allied health, and science professionals from more than 70 countries who specialize in cardiac rhythm disorders.