Executive Operations Specialist

Association of American Medical Colleges; Washington (District of Columbia); Remote; USD 70,000 - 83,000; Full time

Benefits offered by this job

Hybrid work

Health & Wellness

Paid time off & holidays

401(k) / Retirement plan

Family & Care Support

Tuition reimbursement & learning

Job summary

The Association of American Medical Colleges (AAMC) is seeking an Executive Operations Specialist for the Academic Affairs (AA) Cluster. The role emphasizes independent execution of complex work, delivering reliable processes and coordinating senior leadership initiatives across AA.

Responsibilities include drafting communications, managing calendars, coordinating projects, and supporting executives and CAO in preparation for engagements.

Qualifications

• Bachelor's degree required.
• 5-7 years of related work experience in executive operations, project coordination, communications production, and operational processes.

Responsibilities

• Draft, produce, and disseminate internal and external communications, newsletters, presentations, and templates.
• Manage content calendars and channels (Teams, SharePoint) for timely information sharing.
• Coordinate AA projects and initiatives, track deliverables, document decisions, and follow-up actions.
• Coordinate logistics for meetings, retreats, and committees across the AA Cluster.

Education

Bachelor's degree

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, professional development, and work-life balance.

• Hybrid Work – Primarily remote roles with the ability to 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, personal days, sick leave, paid parental leave and short‑and long‑term disability benefits.
• Retirement & Financial Well-Being – 403(b) retirement plan 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, professional learning and development opportunities and 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.

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.

The AAMC’s strong sense of community and professionalism fosters an environment that supports the career and personal goals of its staff. Through development opportunities, employee support and activity groups, and other resources, employees can work in an environment where innovation and new ideas are encouraged.

Established in 1876, the AAMC is a nonprofit association dedicated to improving the health of people everywhere through medical education, clinical care, biomedical research, and community collaborations. Its members are all 163 U.S. medical schools accredited by the Liaison Committee on Medical Education; 12 Canadian medical schools accredited by the Committee on Accreditation of Canadian Medical Schools; more than 400 academic health systems and teaching hospitals, and more than 70 academic societies. The AAMC also collaborates with the Department of Veterans Affairs (VA) and VA medical centers through their academic affiliations with AAMC‑member institutions. Through these institutions and organizations, the AAMC leads and serves America’s medical schools, academic health systems and teaching hospitals, and the millions of individuals across academic medicine, including more than 220,000 full‑time faculty members, 100,000 medical students, 167,000 resident physicians, and 60,000 graduate students and postdoctoral researchers in the biomedical sciences. Through the Alliance of Academic Health Centers International, AAMC membership reaches more than 60 international academic health centers throughout five regional offices across the globe.