The American College of Nurse-Midwives (ACNM) seeks a highly proficient and organized, organizationally savvy, energetic, results focused individual with a special interest in nonprofit associations and women’s health for the position of Executive Assistant (EA) to the CEO.
Reporting directly to the CEO, the EA provides executive and administrative support to the Executive Office serving as a primary point of contact for internal and external constituencies on all matters pertaining to the Executive Office. The EA also serves as an association governance liaison to the ACNM Board of Directors and Volunteer Leadership, organizes and coordinates executive efforts and special projects, and serves as liaison for employee benefits onboarding. The EA will have the ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
The EA is a multifaceted role providing frontline customer service for the CEO and staff, the Board and volunteers. The EA provides key operational support to the CEO to achieve organizational objectives. The candidate coordinates all on-line and in person meetings for the CEO and board, creates agendas and takes and distributes minutes. The candidate facilitates travel arrangements, process travel requests, reconcile trip expenses and reimbursements. The candidate supports member campaigns, responds to direct phone calls from members regarding executive office or governance business, perform routine processes required to maintain volunteer data in the Impexium database, and sends routine communications to staff on behalf of the executive office. The position supports office set-up and onboarding/orientation of new staff members, and general office administration including supply orders, staff luncheons, and staff events. This position requires working under tight deadlines, sometimes after US business hours. The ideal candidate will have a positive customer service focus and possess strong analytical and business writing skills and competence in project management.
Please submit a cover letter, resume and salary requirements to apply for this position
___Close Supervision: The incumbent is assigned duties according to specified procedures and receives detailed instructions. Work is checked frequently.
__Supervision: The incumbent performs a variety of routine work within established policies and procedures and receives detailed instructions on new projects and assignments.
_X_ General Supervision: The incumbent normally receives little instruction on day-to-day work and receives general instructions on new assignments.
__ Direction: The incumbent establishes methods and procures for attaining specific goals and objectives and receives guidance in terms of broad goals. Only the final results of work are typically reviewed.
___ General Direction: The incumbent exercises wide latitude in determining objectives and approaches to critical assignments.
No Supervisory Responsibilities
Executive Office Responsibilities Include:
Completes a broad variety of administrative tasks for CEO and Executive office including manage active calendar of appointments, arrange and set up meetings and conference calls, compose confidential correspondence and conference calls.
Coordinates executive office meetings, events, and staff activities such as all-staff meetings and employee recognition events.
Coordinate ACNM board meeting activities including collecting and compiling reports and managing and assembling board packet, assisting CEO with schedule, posting final documents online to our website prior to meeting.
Compile and process expense reports and monthly credit card reconciliation statement.
Send out correspondence to membership, board members and external stakeholders on behalf of CEO and President.
Manage the ACNM volunteer contact list and announcements to the volunteer structure.
Work with IT Director to update content on organization website including pages related to the board, volunteer structure and general governance information regarding ACNM.
Manage the annual awards program, create and coordinate annual meeting invitations to VIPs and associate organization leaders, coordinate special CEO and board events at the annual meeting.
Organize and maintain policies, electronic files, contracts, consultant agreements, confidential human resources files and other documents of high value to the organization.
Specific Responsibilities for the CEO Include:
Arranges travel and related activities, prepares and reviews travel requests, travel advances and reconciliation of travel expenses for the CEO and Board of Directors.
Organizes meetings, conference calls and appointments producing meeting notes and reports as required.
Prepares monthly Board of Directors meetings.
Attends to all queries by phone, email and letter within one business day.
Develops, updates and maintains administrative and other non-project related files.
Supports targeted activities of ACNM’s volunteer structure and other member services.
Assists with the preparation of external presentations and meetings by formatting materials and slides, organizing information and facilitating report preparation and distribution.
Specific Responsibilities for the Board and Volunteer Leaders Include:
Maintain key contact list of volunteers, updating all content regularly.
Act as point of contact to volunteer leadership, including president, vice president, regional representatives, chairs of divisions, committees and task forces, and track leadership changes.
Coordinate annual volunteer agreements, confidentiality and disclosure forms.
Maintain and manage board book, compile agenda items and quarterly reports for board meeting, post open board meeting dates and resources to website, email to board members.
Maintain and process all expense reports for approval by CEO and payment by Finance.
Support Nominating Committee in facilitating annual elections process, point of contact for third party elections vendor, approve ballot and slate of candidates, update website, send notifications to candidates and members.
Support Awards Committee in annual awards ceremony process.
Specific Responsibilities for the Office and Staff Include:
Serve as a point of contact for the building management.
Attend to office visitors.
Manage and maintain office appearance.
Manage office inventory, kitchen supplies, staff supplies, general office supplies.
Manage office deliveries.
Support general membership campaign activities.
Assist with Annual Meeting preparation, including photocopying, packing boxes, and other duties as needed.
Coordinate staff gatherings, all staff meetings, staff trainings, holidays, birthdays, luncheons and staff outings.
Coordinate staff contact lists and emergency lists.
Assist with onboarding of new hires including prepping office space, welcome flowers, office walk through, introduction to staff, and obtaining information to update staff contact and family emergency contact lists.
Other duties as assigned
Knowledge, Skills and Abilities
Education and Experience:
Bachelor’s degree with master’s degree preferred with 4 or more years of relevant experience in executive administration support and project management.
Preference given to those with nonprofit association experience.
Strong project management skills and organizationally astute.
Excellent writing and communications and interpersonal skills, top notch customer service and phone etiquette, with ability to interact with individuals at all levels.
Excellent analytical skills, ability to detect patterns to resolve problems, and write progress reports with supporting data.
Detail oriented and able to manage multiple priorities.
High proficiency with MS Office (Excel, Word, Outlook).
Ability to effectively work with staff across the organization to provide general office support.
Excellent organizational skills with ability to organize workload and multiple priorities.
Ability to receive instruction from supervisor and prioritize responsibilities and time as required.
Ability to work under direct supervision and follow standard procedures to accomplish assigned tasks
Ability to manage multiple assignments, take charge and move projects forward, and take appropriate individual initiative to problem-solve
Ability to work well under pressure with a positive attitude, manage competing priorities and deadlines, manage processes, and enjoy a fast-paced environment.
Ability to communicate effectively and interact with members with tact, diplomacy, and poise.
Strong writing skills for authoring effective business communications.
Organizational Norms/Core Values
Respect – Works collaboratively to develop positive relationships and treats staff, volunteers, and stakeholders in a manner that promotes fairness, inclusivity, teamwork, and the accomplishment of ACNM’s strategic goals.
Customer Service Focus – Proactive, professional, and responsive to meeting the service expectations of all customers; both internal and external to ACNM.
Teamwork – Leverages knowledge across the organization and diversity to enhance the work of ACNM and works collaboratively to develop positive relationships with staff, volunteers, members, and other stakeholders to achieve the shared ACNM goals.
Transparency – Engages in openness, communication and accountability of ACNM business processes and decisions.
Accountability –Displays honesty and truthfulness, confronts problems quickly, and displays strong commitment to the success of the ACNM including a willingness to accept full responsibility in meeting ACNM’s core values and work performance expectations.
The incumbent is able to travel 2-3 times a year, sit for prolonged periods; communicate with individuals by telephone, e-mail and face-to-face; work at a computer for prolonged periods, and handle light packages.
Internal Number: EA-01
About American College of Nurse-Midwives
The American College of Nurse-Midwives (ACNM) is the professional association that represents certified nurse-midwives (CNMs) and certified midwives (CMs) in the United States. ACNM sets the standard for excellence in midwifery education and practice in the United States and strengthens the capacity of midwives in developing countries. Our members are primary care providers for women throughout the lifespan, with a special emphasis on pregnancy, childbirth, and gynecological and reproductive health.