Administrative Assistant

The American Society of Echocardiography (ASE) is an organization of professionals committed to excellence in cardiovascular ultrasound and its application to patient care through education, advocacy, research, innovation, and service to our members and the public. ASE, the largest subspecialty society for cardiovascular imaging, is seeking an Administrative Assistant for our location in Durham, NC. This position will report to the VP of Health Policy and Member Relations and will be responsible for the following:

Position Summary: The Administrative Assistant will provide operational and efficiency support to the ASE vice presidents. The successful candidate will have outstanding organizational skills, experience working in a fast-paced environment and have the ability to successfully prioritize and manage multiple duties. The successful candidate will be able to handle all duties with a high-degree of integrity, professionalism and confidentiality.

Essential Duties and Responsibilities:

Administrative Functions: 90% of the time

Manage day-to-day operational and administrative duties to support the vice presidents and deputy director, including:

• First point of contact for phone calls for the Advocacy and the Guidelines and Standards Departments. Taking or directing messages, fielding answers to all routine and non-routine questions, assuring superior customer service.
• Manage an extremely active calendar of appointments; assuming responsibility for the organization of the VPs' calendars.
• Maintain contact lists of relevant volunteers, updating in membership database as needed.
• Coordinate Doodle polls for meetings, send notices and reminders for meetings, assuring volunteers and staff are notified and updated in a timely manner.
• Manage VPs' committee and taskforce meetings, updating the shared drive with materials, communicating with members and staff to coordinate their schedules, setting up Zoom links.
• Compose memos, letters, e-mails, documents and other responses as directed by the VPs.
• Attend (or download) related meetings and conference calls, take minutes, and transcribe minutes as directed, and send completed minutes to volunteers.
• Help with slide sets for bi-weekly department staff meetings.
• Assist with planning travel and accommodation arrangements, as needed.
• Perform other duties as assigned by the Supervisor, CEO and Deputy Director.

Other Functions: 10 % of the time

• Support the organizational structure of ASE by attending staff meetings, working on task forces, seeking and attending professional development opportunities, working in a team atmosphere and cooperating with other staff members, and completing minutes, meeting summaries, paperwork and timesheets in a timely manner.

Minimum Job Requirements:

Education: Associate's Degree in business related courses. Bachelor's Degree preferred.

Experience: Three + years extensive direct experience. A professional background working in a scientific, medical, education, or professional association setting, and prior experience working with physicians, high-level professionals, and volunteer committees is preferred.

Specific Skills/Knowledge:

• Excellent written / oral communications
• Proven ability to manage multiple, concurrent projects in a fast-paced environment within expected deadlines and budgets.
• Proficient with MS Office products including Word, PowerPoint, Excel, and Outlook
• Self-motivated with proven ability to work independently with minimal supervision
• Solid organizational skills to manage multiple projects and change priorities quickly
• Superior attention to detail and accuracy
• Strong sense of urgency and efficiency in completing work
• Exemplary time management and prioritization skills
• Professional demeanor for phone contacts and interpersonal skills

Travel:

• No travel will be required for this position.

Physical Requirements:

• Must be able to sit for long periods of time

While it is intended to be an accurate reflection of the job duties and requirements, ASE management reserves the right to modify, add, or remove duties and to assign other duties as necessary. This job description does not constitute a contract and should not be construed as a contract.

ASE is an equal opportunity employer and offers equal employment opportunities without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, veteran status, sexual orientation, marital status, genetic information, and other protected class characteristics.

Visit our website for more information on ASE (https://www.asecho.org/) and the ASE Foundation (https://www.asefoundation.org).

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