Executive Assistant to Chief Executive Officer

Association for Diagnostics & Laboratory Medicine; Washington (District of Columbia); Hybrid; USD 70,000 - 110,000; Full time

Job summary

The Association for Diagnostics & Laboratory Medicine (ADLM) seeks an Executive Assistant to provide high-level support to the CEO and senior leaders in a hybrid work environment. The role requires discretion, superb written and verbal communication, and the ability to manage multiple priorities.

You will coordinate complex calendars, prepare presentations, handle travel and expense processes, and support governance activities with board materials.

Qualifications

• 10+ years of experience supporting senior executives, preferably a CEO or similar role.
• Strong organizational and time management skills with the ability to manage competing priorities.
• Advanced proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• High level of discretion, judgment, and attention to detail.
• Ability to anticipate needs and work proactively.
• Familiarity with board-facing materials and executive-level presentations preferred.
• Experience in a nonprofit or association environment preferred.

Responsibilities

• Provide high-level administrative support to CEO and ADLM leaders in a one-on-one working relationship.
• Organize complex calendars and schedules; coordinate internal and external meetings.
• Prepare presentations, agendas, reports, and board materials; maintain templates.
• Draft and edit correspondence; support reports, briefings, and materials.
• Arrange domestic and international travel; prepare itineraries and expense reports.
• Serve as a key point of contact for internal staff and external stakeholders; maintain confidentiality.

Skills

Executive support experience

Organizational skills

MS Office proficiency

Written and verbal communication

Discretion and judgment

Anticipate needs

Board materials familiarity

Nonprofit/association experience

Tools

Microsoft Office

Job description

Position Summary

The Executive Assistant will provide high-level administrative support to the CEO and other ADLM leaders. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. This role collaborates with the Governance and Board Liaison, Senior Manager to support the board of directors and senior management team; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Key Responsibilities include:

Executive Support & Scheduling

• Manage sensitive matters with a high level of confidentiality and discretion.
• Organize complex calendars and schedules; proactively resolving any scheduling issues.
• Coordinate internal and external meetings, including logistics, materials, and follow-up.
• Ensure the CEO is prepared for meetings with briefing materials and clear agendas.
• Track key commitments and deadlines and provide reminders as needed.
• Conserve the CEO's time by reading, researching, collecting and analyzing information as needed, in advance.

Administrative & Operational Support

• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization. including board meetings, staff meetings, and external engagements.
• Ensure presentations are clear, well-organized, and aligned with organizational messaging and branding.
• Work with content owners to gather inputs and translate information into concise, visually effective slides.
• Maintain and update standard presentation templates.
• Draft and edit correspondence on behalf of the CEO.
• Support preparation of reports, briefings, and other materials.
• Coordinate across departments to gather information and keep projects moving.

Travel & Expense Management

• Arrange all domestic and international travel (flights, hotels, ground transportation) with attention to efficiency and cost.
• Prepare detailed itineraries and ensure all travel-related materials are organized and accessible.
• Handle last-minute change and troubleshoot travel issues as they arise.
• Prepare expense reports and maintain accurate records.

Relationship Management

• Serve as a key point of contact for internal staff and external stakeholders.
• Welcome the CEO's guests by greeting them as well as answering or directing inquiries.
• Build strong working relationships and handle interactions with professionalism and discretion.
• Maintain confidentiality in all aspects of the role.

Qualifications

• 10+ years of experience supporting senior executives, preferably a CEO or similar role
• Strong organizational and time management skills with the ability to manage competing priorities
• Advanced proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint
• Strong written and verbal communication skills
• High level of discretion, judgment, and attention to detail
• Ability to anticipate needs and work proactively
• Familiarity with board-facing materials and executive-level presentations preferred
• Experience in a nonprofit or association environment preferred

ADLM is dedicated to building a team of professionals that is as diverse as our members.

ADLM is proud to be an Equal Opportunity Employer.

ADLM cares about its employees, and offers a benefit package designed to attract, reward, and retain talented individuals who are committed to excellence in everything they do. To learn more about our benefits, go to: https://www.myADLM.org/career-center/careers-at-ADLM

ADLM currently is working a hybrid office schedule with staff coming into the office one day a week with the ability to work remotely from home up to four days a week.