The position provides administrative support to the Executive Director and works closely with all members of the Executive Office. Serve as the staff liaison to the executive board and the executive committee of the board. Interaction with executive board committees as appropriate, governing council members and staff in a positive and effective manner. This position is one that represents the Executive Director at all times, both internally and externally, requiring a high degree of professionalism and sound judgment. This includes the ability to interact effectively and tactfully with individuals at all levels, and the ability to handle highly sensitive and confidential information with great discretion.
Executive Director Support: Prepare draft correspondence and/or recommend action that should be taken; review Executive Director’s correspondence critically; take action on administrative matters; review and approve Executive Director’s written material in terms of grammar, spelling, punctuation, and format. Prepare and arrange logistics for Executive Director’s travel itinerary for domestic and international travel. Responsible for briefing materials, speeches and other information (drafts and finals) needed during meetings. Communicate directly with all levels of APHA staff, and volunteer leaderships; frequently communicate with representatives of organizations, sponsors and other external entities, including representatives of other non-profit and for profit organizations or individuals at the federal, state and local government level. Development of Executive Office budget and monitoring of financial statements; authorization of certain expenditures and reports subject to guidelines provided by the Executive Director. Preparation of time and attendance reports. Development and coordination of special projects assigned by Executive Director. Plan and oversee coordination of logistical planning for meetings and appointments – both onsite and offsite meetings, as well as the schedule of events for the Executive Director. Provide back-up to the Governance Liaison at Executive Board, Executive Committee and Governing Council meetings. Preparation of schedule of events for the Executive Director for the Annual Meeting, session speaking engagements; prepare background information for sessions and each participating event.
Executive Office & Board Support: Provide administrative support to the Strategic Planning Committee and other board committees as needed. Coordinate the identification and appointment of APHA representatives to related organizations, advisory committees and task forces. Staff and support the Nominations Committee, and Bylaws Committee. Work with Committee and Board liaisons to manage vacancies and requests for official roles and responsibilities of these groups as well as identify potential new candidates for consideration of appointment. Coordinates the Leadership Appointment process the nominations process.
Bachelor’s degree required. Master degree in an appropriate management or scientific field desirable. At least 5 to 7 years of progressive work experience supporting executive level staff, requiring project coordination, writing, independent decision making and management of projects with multiple concurrent activities. Ability to coordinate and follow through on several complex and highly visible projects concurrently. Demonstrates ability to remain flexible, manage multiple priorities and stay highly organized especially with high volume, numerous details and under tight deadlines. Experience working with board committees or member committees. Expert level skills in a variety of computer software applications including word processing, spreadsheets, database and presentation software (MS Word, MS Excel, MS Power Point, MS Outlook). Demonstrated excellent communication and written skills and strong knowledge of spelling, grammar, and punctuation for proofreading, editing of own work as well as that of others. Demonstrated office management capability, including ability to provide supervision to others and to conduct financial management at the project level, as well as manage a constantly changing schedule.
Hours: 35 hours a week, full-time, Mon- Fri. (daytime). Number of openings: 1.
Applicants who meet the requirements and are interested in being considered for this position should upload the following information:
A writing sample;
At least 2 supervisory references and 1 professional reference (name, title, company name and phone number and email).