Senior Administrative Manager, AAEM

EDI, Inc; Milwaukee (WI); On-site; USD 65,000 - 90,000; Full time

Job summary

AAEM is seeking a Senior Administrative Manager to provide executive-level administrative support to the Executive Director and leadership. The role requires discretion, independent judgement, and close collaboration with AAEM and AAEM/RSA leadership.

The position oversees board processes, policy and bylaws updates, annual elections and awards, staff supervision, and staff liaison duties. It is based in Milwaukee, with some travel and two onsite days per week.

Qualifications

• Bachelor’s degree preferred or equivalent work experience.
• Excellent organisational and communication skills required.
• Must be organized, adaptable, and able to manage multiple projects.

Responsibilities

• Prepare for AAEM and AAEM/RSA board meetings, including board packets and communications.
• Plan timelines, schedule meetings, and manage agenda and logistics for events.
• Maintain policy manuals and bylaws with leadership approvals.
• Oversee annual election process for AAEM/AAEM-RSA Board of Directors.
• Oversee annual awards process for AAEM/AAEM-RSA.
• Manage programs and staffing at exhibits for AAEM/AAEM-RSA.
• Serve as staff liaison to committees and the Cabinet of Delegates; schedule calls and prepare minutes.
• Supervise staff under the Administrative team and maintain confidentiality.
• Carry out other related responsibilities as assigned.

Skills

Organisational skills

Communication skills

Supervisory experience

Education

Bachelor’s degree preferred or equivalent work experience

Job description

Senior Administrative Manager

CLIENT ASSOCIATION(s):American Academy of Emergency Medicine (AAEM)

POSITION REPORTS TO:Executive Director

DIRECT REPORTS:Chapter and Section Program Manager; Membership and Administrative Manager

EMPLOYEE STATUS:Exempt, Full-time (Minimum of 37.5 hours/week)

ROLE TYPE/LEVEL:Mid-Level

CLIENT/DEPARTMENT OVERVIEW:

AAEM was established in 1993 to promote fair and equitable practice environments necessary to allow emergency physicians to deliver the highest quality of patient care. For over 30 years, AAEM has been a leader in protecting board certification in emergency medicine and confronting the harmful influence of the corporate practice of medicine. We support fair and equitable practice environments that allow emergency physicians to deliver the highest quality of patient care.

JOB OVERVIEW

Provide executive-level administrative support to the AAEM & AAEM/RSA executive director and leadership. Position maintains high level of responsibility, exercising discretion and sound independent judgement in performing assigned tasks. This position works closely with the Executive Director for AAEM and AAEM/RSA. The manager implements the executive committees’ and boards’ actions and policies and the day-to-day operations of the associations.

POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):

• Prepare for the AAEM and AAEM/RSA board meetings and manage other administrative duties, including the preparation of board packets, letters and other official communications for the boards.
• Prepare planning timelines and administer scheduled meetings, conference calls, including agenda preparation, and meeting/event logistics.
• Manage with the maintenance and updating of the policy manuals and bylaws in accordance with leadership approvals.
• Manage the annual election process for the AAEM and AAEM/RSA Board of Directors.
• Manage the annual awards process for AAEM and AAEM/RSA.
• Manage all aspects of AAEM/RSA’s programs and projects and staffing at exhibits for AAEM/RSA.
• Serve as staff liaison to the AAEM/RSA Medical Student Council, committees and the Cabinet of Delegates, including scheduling conference calls, preparing meeting minutes, assisting with correspondence and projects and other tasks as needed.
• Manage and supervise staff assigned under the Administrative team.
• Maintain confidentiality.
• Carry out other related responsibilities as assigned.

BUSINESS NEEDS & TRAVEL REQUIRED

Some early morning, evening and weekend work may be required in our home office and while traveling out-of-town to meet client needs. Travel will be two to four weeks per year.

EDUCATION/EXPERIENCE REQUIRED

Bachelor’s degree preferred or equivalent work experience, excellent organisational and communication skills required. Must be organized and adaptable to changing needs. Must be a team player. Ability to prioritise varied assignments and handle multiple projects essential. Prior supervisory experience a plus.

PHYSICAL REQUIREMENTS:(example – lifting, packaging, etc.)

Minimal lifting required mostly during meeting and exhibiting scenarios. Items may weigh up to 30 pounds.

WORK ENVIRONMENT

This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.