Executive Operations Specialist

Association of American Medical Colleges; United States; Remote; USD 70,000 - 83,000; Full time

Benefits offered by this job

Hybrid Work – Primarily remote roles

Comprehensive Health & Wellness

Generous Time Away

Retirement & Financial Well-Being

Family & Care Support

Learning & Purpose

Job summary

The Association of American Medical Colleges is seeking an Executive Operations Specialist to provide advanced operational, project coordination, and communications support for the AA Cluster. The role emphasizes delivery, coordination, and process reliability to back senior leaders and Technical Leaders.

Responsibilities include creating communications, managing calendars, coordinating AA projects, and maintaining SharePoint/Teams/Monday.com.

Qualifications

• Bachelor’s degree is required.
• 5–7 years of related work experience.
• Experience supporting executive operations, project coordination, communications production, and operational processes in a complex organizational environment.

Responsibilities

• Draft, produce, and disseminate internal and external communications, newsletters, presentations, and templates in alignment with established messaging and priorities.
• Manage content calendars and maintain support communication channels such as Teams and SharePoint to ensure timely and accurate information sharing.
• Coordinate AA projects and initiatives by managing timelines, tracking deliverables, documenting decisions, and coordinating follow-up activities.
• Maintain non-human inboxes, draft correspondence, reply to regular inquiries, and raise awareness of more complex inquiries.
• Maintain project documentation and provide status updates to appropriate stakeholders.
• Escalate risks or issues as appropriate.
• Coordinate logistics, materials, agendas, and post-meeting documentation for meetings, retreats and committees across the AA Cluster.
• Partner with Executive Operations Manager in the development of messages on behalf of the CAO, including preparation of weekly internal and external presentations, briefings, and talking points.
• Administer and maintain collaboration and project management tools (e.g., SharePoint, Teams, and Monday.com).
• Support adoption of tools and processes across the cluster and assist with documentation and continuous improvement efforts.
• Collaborate with administrative staff who provide support to the CAO to ensure the CAO is prepared for all speaking engagements.
• Support CAO and AA senior leader on ad hoc leadership initiatives.

Skills

Project coordination

Executive operations support

Communications production

Operational processes

Education

Bachelor’s degree

Tools

SharePoint

Teams

Monday.com

Job description

Who We Are:

The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, and patient care conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of all.

At the AAMC, we are committed to supporting our employees with a comprehensive and competitive benefits package designed to promote well-being, professionaldevelopment,and work-life balance.

• HybridWork – Primarily remote roles with theabilityto work across the U.S.

• Comprehensive Health & Wellness – Medical, dental, and vision coverage;wellness programs;and fitness reimbursement

• Generous Time Away – Paid time off, holidays, personaldays,sickleave,paidparental leaveand short‑and long‑term disabilitybenefits.

• Retirement & Financial Well-Being – 403(b)retirementplan with generous employer contributions and financial planning resources

• Family & Care Support – Backup care for children, elders, and pets, plus resources for families with specialized needs

• Learning & Purpose: Tuition reimbursement, professionallearning and developmentopportunitiesand the chance to advance a meaningful mission.

Additional information can be found on our website.

Why us, why now?

The Executive Operations Specialist provides advanced operational, project coordination, and communications support for the Academic Affairs (AA) Cluster. This role focuses on the independent execution of complex work in support of AA initiatives, senior leaders, and Technical Leaders. The position emphasizes delivery, coordination, and process reliability.

How you will make an impact?

AA Communications Execution and Production:

• Draft, produce, and disseminate internal and external communications, newsletters, presentations, and templates in alignment with established messaging and priorities.

• Manage content calendars and maintain support communication channels such as Teams and SharePoint to ensure timely and accurate information sharing.

Project Coordination and Support:

• Coordinate AA projects and initiatives by managing timelines, tracking deliverables, documenting decisions, and coordinating follow-up activities.

• Maintain non-human inboxes, draft correspondence, reply to regular inquiries, and raise awareness of more complex inquiries.

• Maintain project documentation and provide status updates to appropriate stakeholders.

• Escalate risks or issues as appropriate.

Meeting, Retreat, and Forum Coordination:

• Coordinate logistics, materials, agendas, and post-meeting documentation for meetings, retreats and committees across the AA Cluster.

• Ensure smooth execution and consistent follow-through.

• Partner with Executive Operations Manager in the development of messages on behalf of the CAO, including preparation of weekly internal and external presentations, briefings, and talking points.

Tools, Systems, and Process Administration:

• Administer and maintain collaboration and project management tools (e.g., SharePoint, Teams, and Monday.com).

• Support adoption of tools and processes across the cluster and assist with documentation and continuous improvement efforts.

Executive Activities:

• Collaborate with administrative staff who provide support to the CAO to ensure the CAO is prepared for all speaking engagements.

• Support CAO and AA senior leader on ad hoc leadership initiatives.

What you will bring to the role:

Required Qualifications:

• Bachelor’s degree is required.

• 5-7 years of related work experience.

• Demonstrated experience supporting executive operations, project coordination, communications production, and operational processes in a complex organizational environment.

Preferred Qualifications:

• Professional experience in organizational effectiveness, constituent engagement, and medical education; with preference for health care, education, or experience in a professional association.

Remote Work Eligibility

This is a remote-eligible position at AAMC. Candidates may reside anywhere within the contiguous United States, excluding California, Massachusetts, New York, and Oregon.

Compensation Grade Range

$70,465.00-$82,900.00

Multiple factors are taken into consideration to arrive at the final hourly rate/annual salary to be offered to the selected candidate. Factors may include, but are not limited to, the scope and responsibilities of the role, the selected candidate’s work experience, education and training, as well as internal equity, market, and business considerations.

If a bachelor’s degree is required, related work experience may be substituted in some positions. One year of college course work at an accredited institution is equivalent to one year of related work experience.

The AAMC is an Equal Opportunity Employer. The AAMC is committed to an Equal Employment Opportunity policy in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic. The AAMC is committed to the full inclusion of all qualified individuals. As part of this commitment, the AAMC will ensure that people with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, perform essential job functions, and/or receive other benefits and privileges of employment, please contact the talent acquisition team .

Please attach a resume as part of the application process. It is important that files DO NOT include periods ( . ) within the file name.

BROWSER REQUIREMENTS: Applications must be submitted using Chrome, Mozilla Firefox, Safari, orMicrosoft Edge.