Executive Assistant to the CMO

The Executive Assistant to the CMO plays a critical role in ensuring the smooth operation of executive-level functions. This position is primarily responsible for providing high-level administrative support to the Chief Medical Officer and as needed, to other senior leaders. The Executive Assistant manages complex calendars, coordinates meetings and travel, prepares communications and reports, and handles confidential information with discretion. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Note: This position is considered Hybrid and will need to commute to ACOG's office four times a week located in Washington, D.C.

Duties/Responsibilities:

• Manage the CMO’s schedule including coordinating appointments, meetings, and travel arrangements to ensure efficient time management. Anticipates and resolves conflicts.
• Handle communications, acting as a gatekeeper screening calls and meeting requests. Prioritizing those that align with the CMO’s strategic objectives.
• Organize and maintain administrative operations, manage multiple tasks and projects with competing priorities, and ensure smooth office operations.
• Work closely with the CMO to keep them informed of upcoming commitments and responsibilities, following up appropriately.
• Assists with presentations and document preparation.
• Provides administrative support to the CMO and other senior managers as needed.
• Maintains effective and professional verbal and written interactions with peers, stakeholders, supervisors, and other staff.
• Demonstrates the ability and willingness to manage new assignments, changes in procedures and business requirements. Identifies what needs to be done and takes appropriate action.
• Completes assigned work and meets deadlines without reminders/follow-up from supervisor or others.
• Performs work conscientiously with a high degree of accuracy.
• Works independently and/or within a team on special projects at the request of the CMO, which may include planning and coordinating multiple presentations, compiling, and disseminating large volumes of information, and organizing Division wide efforts.
• Collects weekly status reports from managers and distributes copies to Senior Management Team members.
• Prepares agendas for meetings as needed. Takes and transcribes meeting minutes as needed.
• Schedules and assists in the planning and preparation of organizational activities and meetings throughout the year.
• Performs all other duties as assigned.

Required Skills/ Abilities:

• Strong organizational skills and ability to prioritize multiple tasks seamlessly with excellent attention to detail.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• High level of capability with use of Microsoft Office products (Word, Excel and PowerPoint, one note Outlook). Experience with audio visual equipment and teleconferencing.
• Must have excellent communication, analytical and organizational skills with strong attention to detail.
• Read, write and speak fluent English.
• Exemplary customer service skills and professional demeanor.
• Ability to anticipate needs of the office and plan accordingly.
• Ability to communicate effectively, both verbally and in writing, with staff, clients, and visitors.
• Works collaboratively with staff to build and maintain a strong team environment to accomplish the tasks necessary to serve and support the goals of ACOG.
• Ability to effectively work in a high pressure, fast-paced environment and be held accountable for results.
• Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Ability to be flexible with work hours and be physically in the office a minimum of 4 days per week (more on-site presence may be required depending on the schedule) Work hours 8:30-4:30, some afterhours work and communication required.
• Comfort working in a diverse and inclusive environment.
• Some domestic travel required. International travel may be required.

Education and Experience:

• Associate degree in business administration, or a related field, bachelor’s degree preferred.
• 10 or more years of experience preferred in working in an executive assistant role supporting C-Level executives. Prior work with a healthcare nonprofit CEO preferred. Nonprofit board experience is preferred.