DEPARTMENT

Office of the Executive Director

BASIC FUNCTION

Performs a variety of highly responsible, complex, and sensitive administrative duties for the Office of the Executive Director (OED) and manages administrative details not requiring the immediate attention of the Executive Director (ED). Provides administrative and project support for the President, President-Elect and Board of Directors. Provides administrative and project support for the Governance Operations Department.

Characteristic Duties and Responsibilities

1. Primary Function:

   1. Organizes and maintains flow of information regarding the ED’s calendar, travel arrangements and associated materials, and completion of forms and expense reports; monitors and proactively resolves conflicting priorities.

   2. Assists in screening and managing incoming communications to the ED (e.g., phone calls, mail, emails); responds to routine and non-routine requests with discretion and professionalism.

   3. Originates (independently or in draft for review) correspondence, memos, minutes, thank you notes, sympathy cards, responses to invitations, PowerPoint slides and other materials on behalf of the ED. Assists with preparation, proofreading and editing of documents, update reports to the Board and key leadership groups, presentations, and background materials for meetings.

   4. Ensures the ED’s correspondence, contact records and digital files are kept up-to-date and organized for business continuity and in accordance with document retention policies.

   5. Acts as liaison between the ED and staff, leadership, and members; shares insights from each constituency to keep the ED, COO, and OED abreast of current viewpoints, activities, and competing priorities both within and outside the College.

   6. Makes high-level contacts of a complex and confidential nature both inside and outside the organization and in accordance with ACEP procedures.

   7. Reviews and approves as delegated forms and requests for approval by the ED (timesheets and expense reports; req logic items; telework requests), questioning and bringing to the attention of the ED items that do not adhere to ACEP’s guidelines.

   8. Assists the COO in scheduling meetings and ensures correspondence, contact records and digital files are kept up-to-date and organized for business continuity and in accordance with document retention policies.

   9. Coordinates meetings/calls for senior management team; prepares and distributes agendas, attends meetings, records key points of discussion for each meeting, follows up on individual assignments, and monitors issues to bring to attention as necessary.

   10. Coordinates meetings with medical specialty societies and other organizations upon request of the ED and leadership, both at the ACEP headquarters and outside locations; prepares and distributes agendas, attends meetings, records key points of discussion for each meeting, follows up on individual assignments, and monitors issues to bring to attention as necessary.

   11. Supports the ED’s role within the medical association community, including with the Specialty Society CEOs Coalition (S2C2) and the Council of Medical Specialty Societies (CMSS).

   12. Assists in the development and management of the OED annual budget and suggests improvements to the overall function of the office.

   13. Manages ACEP’s Business Extra account and makes decisions regarding redemption of points.

   14. Maintains/respects highly sensitive and confidential information, including personnel issues and topics discussed during weekly leaders calls and senior management team meetings.

2. Secondary Function, ACEP Leaders:

   1. Provides continuity of administrative and project support to each year’s President and President-Elect. Reviews and responds to incoming mail and general telephone and email inquiries and requests for routine information. Originates (independently or in draft for review) and proofs written and email correspondence, memos, minutes, thank you notes, sympathy cards, responses to invitations and other materials on behalf of the President and President-Elect.

   2. Coordinates schedules and standing meetings/calls between the President and other leaders and staff; prepares and distributes agendas, attends meetings, records key points of discussion, follows up on individual assignments, and monitors issues to bring to attention as necessary.

   3. Works with the President to establish a method for timely review and approval of requests from various sources, including staff. Maintains a log of all presidential approvals to assist in the effective management and follow-through of requests and provides this information to the Senior Management Team periodically.

   4. Prepares reimbursement letters and handles meeting and travel arrangements (air, hotel, registration) to the extent required. Follows up on missing Conflict of Interest disclosures and other forms.

   5. Orders Board and officer business cards and name badges. Orders new photo plates for wall displays for President, Chair, and Speaker.

   6. Provides support in the staff and leaders’ offices at Scientific Assembly.

   7. Assists the President in preparing regular updates to the Board and key leadership groups.  

3. Secondary Function, Governance Operations:

   1. Assists with preparations for Board of Directors, Council, and Steering Committee meetings including: compiling and distributing meeting materials, making hotel reservations, planning Board dinners, arranging conference calls, preparing reimbursement letters and other communications, and assisting with onsite logistics.

   2. Serves as the main point of contact for ACEP Award winners. Provides clear information and support to award winners regarding housing reservations, travel arrangements, applicable recognition events, and photo sessions. Prepares reimbursement letters and communicates details to staff and vendors to ensure a seamless process. Orders, proofs and ships awards as needed for awardees and outgoing leaders. Reviews event photos and sends follow-up correspondence and links to awardees.

   3. Assists with planning, preparation and on-site implementation of awards recognition events and ensures the production of high-quality, personally meaningful awards videos for all key award recipients.

   4. Maintains and updates a General Reference Notebook, a compilation of policies, procedures, and key reference documents for use by key volunteer leaders and staff.

   5. Maintains Governance Operations and OED webpages, including information pages and the Council Resolutions database.

   6. Streamlines and maintains OED digital filing system, including the Board channels on Basecamp, and makes suggestions for improving efficiency of office systems and procedures overall.

   7. Cross-trains for serving as a backup on highly critical Governance Operations functions to build a stronger team, combat fatigue, increase flexibility, and ensure coverage in case of outages.

4. Other Duties as Assigned:

   1. Acts as liaison between the Office of the Executive Director and other departments, agencies, associations, and businesses to enhance communication, trust, and collaboration.

   2. Reaches out to new employees to help foster a sense of “family” and enhance company culture. Plans team building activities for the department once a quarter (if budget allows) to help maintain morale and well-being. May serve as a welcome Buddy for new employees or on other staff committees.

   3. Performs other duties as assigned by supervisor.

Relationships and Contacts

Reports to:	Executive Director
Internal Contacts:	All ACEP staff
External Contacts:	College members and leaders, other association staff, visitors, anyone calling for the Executive Director

Required Education and Experience

1. Bachelor’s degree or equivalent related experience.

2. Five years senior executive level administrative experience demonstrating the ability to function independently, maintain confidential information, meet deadlines, handle conflicts, and prioritize and organize tasks and self.

3. Expert proficiency in Microsoft Office 365 Suite (Outlook, Word, Excel, PowerPoint).

4. Proficiency in creating and delivering clear, concise oral and written communications for internal and external audiences that represent the voice of the Office of the Executive Director.

Other Desired Qualifications

1. Previous experience in a non-profit organization.

2. Interest in emergency medicine issues and health policy.

3. Demonstrated ability to be self-reliant and results-oriented, yet able to work with a multidisciplinary team, external partners and vendors.

4. Strong attention to detail and an excellent problem solver.

5. Collaborative and able to advocate on behalf of self and others in support of the mission and efficient teamwork.

We are an equal opportunity and E-Verify employer who offers a competitive salary, an excellent benefits package, a retirement plan and more.

If you have questions regarding this position or would like to submit your resume, please contact us.