Senior Administrative Associate

Association of American Medical Colleges; Washington (District of Columbia); Hybrid; USD 60,000 - 71,000; Full time

Benefits offered by this job

Health & wellness benefits

Paid time off & holidays

Remote work flexibility

Tuition reimbursement

Professional development opportunities

Family & care support

Job summary

The Association of American Medical Colleges is seeking an experienced Constituent Engagement Administrative Associate to provide senior administrative support to professional development affinity groups across the CE unit. You will manage calendars, coordinate meetings, and prepare correspondence, agendas, and minutes.

You will work with CE leaders and specialists to ensure accurate constituent records, draft communications, and handle travel logistics for conferences and onsite events,

Qualifications

• Associate's degree or equivalent experience.
• 5–7 years of related work experience in a fast-paced organization.
• Strong oral and written communications skills; ability to take notes and write professional correspondence.
• Proven calendar management and meeting logistics and travel arrangements experience.

Responsibilities

• Provide senior-level administrative support to professional development affinity groups and communities.
• Schedule appointments, conference calls, and meetings; process reimbursement documentation.
• Take meeting minutes and summarize action items; support correspondence and presentations.
• Coordinate logistics for meetings, travel, and on-site programming; support network with constituents.

Skills

Microsoft Office

Salesforce Marketing Cloud

Virtual Communities Platforms

CRM systems

Communication skills

Attention to detail

Education

Associate's degree or equivalent

Tools

Cvent

Cadmium proposal software

Web publishing

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 Constituent Engagement Administrative Associate within the AAMC’s Constituent Engagement Unit is responsible for providing senior level administrative support to professional development affinity groups and communities. Under general supervision, works within established procedures and guidelines to achive day-to-day objectives.

How you will make an impact? Administrative Support: Schedules appointments, conference calls, and meetings Completes and processes reimbursement documentation for constituents Partners with CE leader and specialist to develop correspondence, presentations, and meeting agendas Takes meeting minutes and summarizes action items Provides technical (e.g., Microsoft Teams, Zoom meetings setup) and logistic (meeting rooms, catering, constituent travel arrangements, notetaking, etc.) support for meetings Communicates effectively with team leaders, directors, and specialists about status and progress of task completion Travels to professional development conferences to support logistics and onsite programming as well as network with constituents.

Group Management & Operations: Works and collaborates with member services team to input and maintain accurate constituent records for multiple affinity groups Independently carries out extensive research as needed (including personal outreach to deans and CEO offices) to update/complete all membership records.

Group Communications Management: Drafts communication for, and communicates with, all levels of constituents. Manages multiple non-human mailboxes and virtual communities, if applicable. Updates and distributes constituent onboarding materials. Ensures successful distribution of group newsletters, updates virtual communities and websites, etc.

What you will bring to the role: Required Qualifications: Associate's degree or equivalent experience. 5 - 7 years of related work experience. Additional Minimum Experience: Minimum of three (3) years of experience in a complex and fast-paced organization and in handling multiple priorities. Strong oral and written communications skills, including ability to take notes, write meeting minutes and correspondence, proofread and write at a highly professional and technical level Substantial experience managing calendars. Substantial experience with completing meeting logistics and travel arrangements. Excellent time management and organizational skills, including ability and flexibility to: work on multiple projects simultaneously with different task leaders. prioritize tasks with attention to established timelines/deadlines. complete projects accurately and on time address tasks that arise unexpectedly. Sound interpersonal skills, including ability to: work well both in a team environment and independently. interact cooperatively and productively with employees at all levels across an organization, and with constituents and stakeholders, including the public. Proactively identify processes/tasks to ensure successful completion of projects

Preferred Experience: Proficient in Microsoft Office Familiarity with Salesforce Marketing Cloud & Virtual Communities Platforms Electronic and hardcopy files management Experience updating Web sites Proficient in using the Internet and other databases to collect information Strong knowledge of association management data systems and/or customer relationship management systems. Skills: Ability to analyze, develop, establish, and maintain efficient office work flow and administrative processes. Ability to work with minimal supervision; carry out oral and written instructions independently and with minimal explanation. Attention to detail and excellent organizational and coordination skills. Excellent oral and written communication skills; poised, professional and able to provide appropriate information in response to inquiries; excellent customer-service skills. Demonstrate sound judgment and personal initiative; ability to work with a diverse group of people at all levels. Ability to gather data, compile information, and prepare reports and administrative paperwork. Ability to maintain confidentiality. Proficiency with Microsoft Suite and familiarity with network computing environment required; ability to learn additional software specific to the job responsibilities (e.g., Cvent, Cadmium proposal software, and Web publishing).

Note: Eligibility is contingent upon candidates working within a 50-mile radius of Washington, DC. Remote Work Eligibility This position is eligible for remote work within the Washington DC / Baltimore metro area only. Compensation Grade Range $60,350.00-$71,000.00 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.