Who we are:

The Executive Office at the Alliance for Academic Internal Medicine (AAIM) is seeking an Executive Office Administrator, reporting to the Deputy CEO and EVP.

When you join the AAIM team you are offered a generous benefit package. Part of the package includes AAIM paying the full premium cost for employee coverage under the health and dental plans. Coverage begins the first of the month following hire date. Other benefits include vision, life insurance, disability insurance, EAP, 403(b) retirement plan with a 7% contribution after one year of service, generous leave policy, identity theft insurance, and more!

AAIM, a professional membership association, promotes the advancement and professional development of its members who prepare the next generation of internal medicine physicians and leaders through education, research, engagement, and collaboration. Representing over 11,000 members, AAIM is the largest association of faculty and administrative staff serving in departments of medicine. Located in the Old Town section of Alexandria, AAIM is convenient to the Blue and Yellow Metro lines. To learn more about our organization, please visit www.im.org.

What this job is about:

• The Executive Office Administrator will be instrumental in providing administrative management and professional support to ensure the effective and efficient management of AAIM executive office’s internal functions.
• Serves as a liaison to staff team leaders, oversight, and coordination of the AAIM Deputy CEO & EVP and the AAIM President & CEO’s appointment and travel schedules.
• Key contact for both executives when coordinating meetings and events with AAIM’s external stakeholders.
• Provides management support related to the administration of the AAIM Board of Directors, AAIM Board’s Executive Committee which will include meeting calendar management, agenda development and record-keeping (taking minutes).
• Governance support will include coordination of live and virtual meetings for the board and executive committee and ensuring information from the AAIM Board is provided to the AAIM founding member councils.

Responsibilities:

• Serve as the main administrative contact for the executive office; manage internal and external correspondence, and telephone calls.
• Assist with the coordination of various executive office and senior management team projects, including deliverables and timelines; ensure good communication regarding assigned tasks, project timelines, and deliverables.
• Serve as the administrative liaison between AAIM’s chief executives, the board of directors and the board’s executive committee.
• Conduct research and assist in developing presentations for the Deputy CEO & EVP, including special projects and reports.
• Manage the President & CEO and Deputy CEO & EVP calendars, appointments, reminders, and follow up; coordinate business travel as needed.
• Serve as the key point of contact between the executive office and external stakeholders to coordinate business meetings.
• Prepare and submit President & CEO and Deputy CEO & EVP expenses for reimbursements.
• Able to travel (less than 10%), and occasionally work after 5:00 p.m., ET, to accommodate time zones of some board members or stakeholders.

Requirements:

• 5-8 years of experience providing executive office support, preferably in a professional society or trade association.
• Bachelor’s degree required.
• Highly skilled at communicating verbally and in writing, providing original content and using accurate grammar, tact, and diplomacy.
• Demonstrated decision-making skills; highly developed problem solving, analytical, and strategic thinking skills.
• Effective at anticipating needs and proactively addressing issues with an emphasis on sound judgment, initiative, and confidentiality.
• Skill in building and establishing relationships with member volunteers or clients, and the ability to facilitate project activities.
• Strong interpersonal skills and the ability to interact with all levels of staff, committee members, and leadership.
• Organized, self-directed, self-motivated, detail- and deadline-oriented.
• Ability to prioritize and coordinate multiple/competing activities in a fast-paced environment and to meet critical deadlines.

What you will get out of it:

• Develop your project management, communication, and budgeting skills.
• Work with committed and dedicated professional staff and volunteers in a collaborative and high-performing environment.
• Professional development opportunities to grow your career.
• Comprehensive benefits package including medical, dental, vision, life insurance, disability insurance, EAP, 403(b) retirement plan with a 7% contribution after one year of service, generous leave policy, identity theft insurance, and more!

How to apply: Send a resume or CV, cover letter, and salary requirements to jobs@im.org.

*Note AAIM staff are working in the office in a hybrid environment (two days in office and three days working remotely). The two mandatory days in the office are Tuesdays and Wednesdays.  

About Alliance for Academic Internal Medicine

Headquartered in Alexandria, VA, the Alliance for Academic Internal Medicine (AAIM) is a non-profit association representing departments of internal medicine at medical schools and teaching hospitals in the United States and Canada. AAIM has more than 11,000 members. Through education, research, and member engagement, AAIM advances the efforts of all academic internal medicine professionals who build the next generation of internal medicine physicians. AAIM has a 26-person staff who are organized around teams focused on education and research, conferences and meetings, member engagement and diversity, communications and marketing, governance, information technology, finance, and human resources. The staff works extensively with volunteer leaders to implement projects and programs aligned with the goals and objectives of AAIM.

Connections working at Alliance for Academic Internal Medicine