Executive Assistant to CSO & Medical Affairs Lead

Alzheimer's Association®; Chicago (IL); Hybrid; USD 75,000 - 85,000; Full time

Job summary

The Alzheimer’s Association is seeking a Manager, Office of the Chief Science Officer and Medical Affairs (CSOMA) in Chicago. This role oversees daily operations, planning, and coordination to support the CSOMA and Med Sci leadership team.

Based in the Chicago, IL office with hybrid work (3–4 days in the office). Requires a Bachelor’s degree and at least 5 years supporting senior executives or operations in science/medical settings.

Qualifications

• Education: Bachelor’s degree preferred; equivalent combination of education and experience considered.
• Experience: Minimum 5 years supporting senior executives or operations in scientific/medical settings preferred.
• Proven ability to manage multiple executives, complex schedules, and international engagements.
• Demonstrated success in project coordination, executive communication, and operational process improvement.

Responsibilities

• Serve as central coordinator for the Office of CSOMA, handling operational matters.
• Manage and optimize calendars across global time zones, align priorities, meetings, and travel.
• Prepare daily and weekly briefings for the CSOMA with agendas and context.
• Track priorities with department leaders and ensure timely follow-ups.
• Lead logistics for meetings, executive sessions, and cross-functional collaborations.
• Oversee preparation of meeting materials: agendas, background docs, presentations.
• Act as liaison between CSOMA and senior stakeholders; triage priorities.
• Support executive presentations, board updates, and scientific communications.
• Manage departmental expenses, invoices, and budget tracking in Workday/Concur.
• Ensure compliance with funding, travel and expense policies; timely reconciliations.
• Coordinate procurement of office supplies and resources for Med Sci operations.
• Plan and manage domestic and international travel, including visa docs.
• Oversee logistics for conferences, symposia, and leadership offsites.
• Serve as point of contact during emergencies to maintain operations.
• Maintain records and confidential project documents with precision.
• Build relationships with internal teams, external partners, and collaborators.
• Support CSOMA communication flow to keep information accurate and timely.

Skills

Calendar management

Executive support

Travel coordination

Budget tracking

Communication

MS Office

Zoom/WebEx

Education

Bachelor’s degree preferred

Tools

Concur

Workday

Egencia

Zoom

WebEx

Job description

The Alzheimer’s Association is seeking a Manager, Office of the Chief Science Officer and Medical Affairs (CSOMA) in Chicago. This role oversees daily operations, planning, and coordination to support the CSOMA and Med Sci leadership team.

Based in the Chicago, IL office with hybrid work (3–4 days in the office). Requires a Bachelor’s degree and at least 5 years supporting senior executives or operations in science/medical settings.