We are the American Academy of Sleep Medicine (AASM), an innovative professional medical association located in Darien, IL, a southwest suburb of Chicago. Established in 1975, the AASM is a professional, forward thinking membership organization dedicated to the advancement of sleep medicine and related research. Our mission is to assure quality care for patients with sleep disorders, promote the advancement of sleep research and provide public and professional education. We represent a combined membership of 11,000 accredited member sleep centers and individual members, including physicians, scientists, and other health care professionals.
In pursuit of improving sleep health and promoting high quality patient-centered care for all people, the AASM is dedicated to fostering a culture that is committed to excellence, inclusive, flexible, collaborative, appreciative, supportive and innovative. We strive to live out these core values each day and are looking for others who would like to do the same.
We have an immediate need for an experienced Executive Assistant who will provide high level administrative support for the Executive Director. We’re looking for an organizational guru who can expertly manage calendars, coordinate travel arrangements, assemble meeting materials, take notes at board meetings and conference calls, produce well-written meeting minutes, and take on special projects as needed. As an ideal candidate, you can handle all of this and then some. If things change, you adapt with ease and find alternative solutions. You are professional, reliable, and thrive in a collaborative environment and your attention to detail is impeccable. Bonus points if you’ve done similar work at a membership or trade association.
Responsibilities and Duties
Provide support services to the Executive Director, to include but not limited to processing correspondence, planning meetings, and creating reports.
Effective calendar management, ensuring conflicts are professionally managed. Assist with daily workload management, adjusting for revised priorities. Prepare meeting materials and maintain continuity of office in the executive's absence.
Maintain files, perform data entry and type reports, memos, correspondence, and lists, ensuring accuracy throughout.
Prepare, organize and analyze reports.
Provide support to the Boards of Directors, such as preparation of meeting agendas, meeting materials and participation on calls with leadership, Executive Committees and Boards of Directors.
Facilitate logistics for Board of Directors meetings, special events at the annual scientific conference and other face-to-face events, including Board travel arrangements, meeting logistics and dinners.
Monitor and facilitate meeting follow-up actions on behalf of the Executive Committees and Boards of Directors.
Coordinate email, written and verbal communication to inquiries from the general public.
Arrange various meetings, assemble materials, and produce minutes of the meeting.
Manage special projects as assigned which often require independence and judgment skills that are in agreement with organizational policy.
Perform related duties and responsibilities as assigned.
Travel is required with this position, which will include weekends e.g. quarterly BOD meetings, annual scientific conference
Qualifications and Skills
Associates degree (A.A. or A.S.) from two-year technical school or college or equivalent combination of education and experience.
Minimum three years of experience as an executive assistant or similar role
Superior project management and organizational skills
Working knowledge and understanding of Microsoft Office; intermediate level Word and strong calendar management experience required
Superior customer service skills and positive attitude
Strong interpersonal skills and ability to handle issues with respect, integrity and sensitivity
Strong written and verbal communication skills
Strong attention to detail
Ability to use discretion and maintain confidentiality
Ability to demonstrate a proactive approach to problem-solving with strong decision-making skills
Aside from the great job opportunity, we offer a collaborative and fun work culture with amazing benefits.
Affordable medical & dental coverage for you and your family
Free life & disability insurance
3 weeks of PTO (personal/vacation/sick time) plus paid company holidays
PAID parental leave
Business casual environment
Generous 401(k) plan
Flexible spending & dependent care accounts
Discounted fitness membership
Weekly “Wellness Wednesdays” with virtual walk, stretch and healthy snack breaks
Twice daily “plank breaks”
Virtual yoga classes
Additional Salary Information: Annual bonus plan
Internal Number: 202006
About American Academy of Sleep Medicine
Established in 1975, the American Academy of Sleep Medicine (AASM) is a professional membership organization dedicated to the advancement of sleep medicine and related research. The AASM’s mission is to improve sleep health and promote high quality patient centered care through advocacy, education, strategic research, and practice standards. The AASM represents the professional interests of over 9,000 sleep medicine clinicians and researchers worldwide and accredits thousands sleep centers in the United States.
From insomnia to sleep apnea, the AASM considers sleep disorders an illness that has reached epidemic proportions. Board-certified sleep medicine physicians in an AASM-accredited sleep center provide effective treatment. AASM encourages patients to talk to their doctors about sleep problems or visit www.sleepeducation.com for a searchable directory of sleep centers.