Executive Assistant – Medical Societies

About the role

We are looking for an Executive Assistant to provide high‑level administrative and operational support to leadership and to our medical society and healthcare association clients. The role will manage complex calendars, coordinate meetings and travel, and serve as a trusted point of contact to ensure smooth executive engagements.

Key responsibilities

• Manage complex calendars, scheduling, and time prioritization for leaders across multiple time zones.
• Serve as primary point of contact for executives, clients, and external stakeholders, maintaining professional communication.
• Coordinate meetings, board and committee sessions, webinars, and annual conferences, handling agendas, materials, logistics, and follow‑up actions.
• Arrange domestic and international travel, accommodations, and detailed itineraries.
• Prepare and format presentations, reports, correspondence, and executive summaries for physician and association leaders.
• Track deadlines, expenses, invoices, reimbursements, and support light bookkeeping and budget monitoring.
• Organize and maintain confidential files, records, contact lists, and documentation.
• Anticipate needs, identify gaps or risks, and proactively resolve scheduling and operational issues.
• Assist with operational projects, governance support, membership initiatives, and organizational planning.

Required profile

• Bachelor’s degree or equivalent experience.
• 2–5 years of executive assistant, administrative, or operations support experience.
• Exceptional organizational, written, and verbal communication skills.
• Strong attention to detail and ability to handle confidential information with discretion.
• Ability to manage multiple priorities in a fast‑paced environment.
• Experience supporting medical societies, nonprofits, or healthcare organizations is preferred.

Required skills

• Proficiency with Google Workspace.
• Proficiency with Microsoft Office.