Administrative Assistant

Job Description

Job Description

Department: Office of the Chief Executive Officer

Reports To: Chief Executive Officer & Chief of Staff and Board Coordinator

Location: Dallas, Texas – ABOG National Center for Certification and Continuing Education (Uptown); Hybrid Work environment with expectation for 60% in office, Meeting Travel Required (up to 10%) as needed.

FLSA Status: Non-Exempt

Summary: Administrative support to the Chief Executive Officer (CEO), Chief of Staff and Board Coordinator, and the Office of the Chief Executive Officer in daily administrative needs.

Essential Duties and Responsibilities:

• Provide proactive administrative and operational support to the CEO by coordinating schedules, managing resources, and handling day-to-day logistics to ensure the efficient operation of the Office of the Chief Executive Officer.
• Work closely with the Chief Executive Officer/Chief of Staff and Board Coordinator to ensure the CEO is informed of and prepared for upcoming commitments and responsibilities.
• Co-manage calendar, in conjunction with the CEO, including coordinating in-person meetings and/or MS Teams calls, appointments, etc., ensuring adequate commute and preparation time.
• Manage travel logistics including coordination of travel/lodging for CEO.
• Expense report creation and submission.
• Collaborate with the accounting department to reconcile American Express expenses, as necessary.
• Draft correspondence (e.g., letters of recommendation, etc.).
• Preparation of CEO hospital privilege applications, membership renewals, etc.
• Creation of presentation materials (MS PowerPoint slides, bio summaries, handouts, etc.).
• Identify opportunities to provide additional support for organizational needs.
• Develop internal relationships with stakeholders at all levels of the organization.
• Coordination and collaboration with other ABOG cross-functional departments.
• Research, prioritize, and follow up on incoming issues and concerns identified by and/or addressed to the Chief Executive Officer/Office of the CEO, including those of a sensitive or confidential nature. Recommend appropriate action, referral, or response.
• Volunteer during specialty and subspecialty certifying examinations (CE) and division meetings as workload permits.
• Operate postage and copy machines.
• Phone support for the Office of the Chief Executive Officer.
• Perform other duties as needed to support organizational goals.

Administrative Support for Meetings

• Collaborate with other administrative assistants and/or meeting owners to ensure that deliverables needed from the Chief Executive Officer’s office for upcoming meetings/events are provided in a timely manner.
• Attend meetings with enthusiasm to foster creative collaboration, shared commitment to problem solving, fostering diversity of opinion and focusing on strategic goals and organizational mission.
• Support administrative partner (CEO/Secretary) to the Board of Directors by scribing/taking minutes for committee meetings, creating meetings, meeting folders, and uploading meeting materials to the board portal in accordance with the expected turnaround time.
• Complete meeting minutes in accordance with expected turnaround times.
• Collaborate with the Chief of Staff and Board Coordinator, for accuracy, and review of minutes by the Board Secretary and committee chairs.
• Support the Office of Medical Standards and Assessments by serving as a scribe for the subspecialty division meetings.
• Assist with implementing and maintaining standardized processes and procedures to promote consistency and efficiency across internal operations.

Skills and Qualifications:

• Demonstrable Proficiency: Candidates may be required to demonstrate proficiency in essential skills during the interview process (e.g., work samples, analysis exercise, and communication brief).
• High school diploma. Some post-secondary education preferred.
• Minimum 3-5 years supporting a C-suite individual.
• Proficient in MS365 (Word, Excel, PowerPoint, Outlook, SharePoint, & Teams)
• Proficient in Concur or other expense management platform.
• Strong written and oral skills.
• Ability to take minutes and convert dictation with accuracy.
• Efficient and accurate management of multi-calendar system.
• Ability to prioritize and meet deadlines in a fast-paced environment.
• Proactive, self-starter, and team player.

PHYSICAL REQUIREMENTS

The following essential functions describe what must be accomplished and may be performed with or without reasonable accommodation:

• Primarily sedentary computer-based work; frequent keyboard/mouse use and on-screen analysis.
• Regular verbal and written communication in meetings and documentation; ability to present findings/action items.
• Occasional standing/walking/meeting facilitation; occasional lifting/carrying of typical office items (up to 20 lbs.).
• Periodic travel (up to 10%) for meetings or conferences.

ABOG engages in an interactive process and provides reasonable accommodations to qualified individuals with disabilities.

WORKING CONDITIONS

Typical professional office/administrative environment with low noise levels; hybrid schedule with 60% in-office presence (role-specific positions that align with the nature of their work) and periodic travel for meetings/conferences. Work involves handling sensitive information under strict confidentiality, data governance, and security protocols. ABOG provides reasonable accommodation throughout the application and employment process upon request.

COMPENSATION

Salary commensurate with experience and qualifications.

BENEFITS

Comprehensive benefits including Health, Dental, Vision, HSA, employer-match 401(k), Basic Life/AD&D, and LTD. Additional benefits and eligibility will be shared in the recruiting process.

EEO STATEMENT

ABOG is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation), national origin, age, disability, genetic information, veteran status, or any other protected status. We welcome requests for reasonable accommodation at any stage of the hiring process.

Company DescriptionThe American Board of Obstetrics and Gynecology (ABOG) is a national, non-profit, apolitical organization that offers voluntary certification to obstetricians and gynecologists (OB-GYNs) and offers continuing certification to OB-GYNs in the United States and Canada.

Company Description

The American Board of Obstetrics and Gynecology (ABOG) is a national, non-profit, apolitical organization that offers voluntary certification to obstetricians and gynecologists (OB-GYNs) and offers continuing certification to OB-GYNs in the United States and Canada.