Executive Assistant
The Alliance of Wound Care Stakeholders (Alliance) is seeking a self-motivated, detail-oriented Executive Assistant to function as the right-hand to the Executive Director. (ED)
Deliver consistent, high-quality operational support for the Executive Director, proactively anticipating her needs and bringing excellence to every duty and task.
Support for Meetings and Events
Provide support for conference calls, meetings (virtual and in-person), and events
Financial Recordkeeping
Provide limited financial recordkeeping support to the ED and her bookkeeper.
Responsibilities and Duties
Operational Management SupportDeliver consistent, high-quality operational support for the Executive Director, proactively anticipating her needs and bringing excellence to every duty and task.
- Help manage the Executive Director’s calendar and schedule relevant meetings and calls.
- Track and manage contacts, files, periodicals, and other company resources.
- Support social media and marketing efforts by updating websites, contributing to email correspondence, and helping post or email marketing materials.
- Assist in the adaptation of health care policy reports and other content into member updates and marketing collateral.
- Prepare and send professional emails to clients, members, and other stakeholders.
- Maintain an up-to-date CRM and contact list
- Ensure office equipment works effectively and is maintained over time.
- As necessary, arrange travel and logistics for the Executive Director or other members of the team
Support for Meetings and Events
Provide support for conference calls, meetings (virtual and in-person), and events
- Help the plan and schedule meetings including one-on-one calls with health care executives, prospective clients, other stakeholders; meetings with government representatives and policy makers; monthly and quarterly member meetings for the Alliance of Wound Care Stakeholders; and internal team meetings.
- Support the ED in creating and circulating meeting objectives and agendas.
- Create PowerPoint decks, email templates, and other content to support those meetings.
- Ensure meeting logistics and technology are planned in advance and run smoothly leading up to, during, and following each meeting.
- Take notes or gather transcripts from each meeting, distill meeting outcomes, and work with the ED to ensure action items are implemented.
- Provide end-to-end logistical and operational support for annual conferences and events, which may include event planning, vendor coordination, pre- and post-event communication, event registration, and other activities.
Financial Recordkeeping
Provide limited financial recordkeeping support to the ED and her bookkeeper.
- Create and track invoices based on membership fees or billable hours in-between bookkeeper visits.
- Assist the ED and bookkeeper in posting expenses in accordance with the annual strategic plan.
- As needed, generate reports for ED to review.
Qualifications
- Enthusiasm for and interest in the healthcare industry and in learning the world of wound care coverage, coding, and payments
- Bachelor’s degree or equivalent
- Proven experience assisting senior management.
- Superior communication skills (writing, speaking)
- Skilled and proactive problem solver who is committed to bringing the ED solutions and high-quality work
- Organized, detail-oriented; adept at managing multiple projects simultaneously
- High-level of proficiency using Microsoft products (Word, Excel, PowerPoint, Adobe Acrobat) and virtual conferencing platforms including Zoom and Microsoft Teams. Experience updating website content.
- Adept at working scanners, printers, cameras, and at connecting phones and computers to other those devices
- Ability to quickly learn, adopt, and implement new technology and tools, and to work with technical support or other service providers to ensure the ED can operate effectively.
