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Executive Office Specialist, APIC Consulting (Remote)

Association for Professionals in Infection Control and
Roseland, NJ
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

The Executive Office Specialist is responsible for providing general administrative support and project management for the CEO and the Executive Office team. This includes the execution and/or oversight of special projects and support for the CEO, Board of Directors, and Leadership Team. The ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities is also needed. The Executive Office Specialist must be able to work under pressure at times to manage a wide variety of activities. This position supports the goals and mission of APIC Consulting Services. This position has high visibility and significant interaction with member consultants, clients, APIC, third-party agencies, and internal staff.

The Executive Office Specialist exemplifies APIC’s staff core values of Ownership, Unity, and Commitment.


Major duties and responsibilities

Leadership Team Support (50%)

  • Works directly with the Leadership Team to provide support to all aspects of the daily work;
  • Manages Leadership Team’s calendar; planning and scheduling meetings, conferences, teleconferences, speaking engagements, and travel;
  • Conserves Leadership Team’s time by reading, researching, and routing correspondence; drafting letters and documents; collection, analyzing information, and processing expense reports;
  • Assists in the development and distribution of meeting agendas and minutes for the Leadership Team, as needed;
  • Provides communication support to internal team and APIC team;
  • Manage client and consultant communications as needed.

Special Project Support (25%)

  • Manage complex executive special projects as assigned and coordinate others’ efforts to ensure timely deliverables;
  • Tracks deadlines for completion of projects/tasks assigned by and/or to the Executive Office;
  • Creates meeting minutes and action item follow-up lists;
  • Acts as point of contact for important information, specifically with legal counsel and human resources.

Governance and High level Administrative Support (10%)

  • Attends annual meeting, providing direct support to the Executive Office;
  • Communicates directly with the Board of Directors for all logistical information;
  • Serves as administrative support for Governance work, as requested;
  • Develops and maintains accurate Governance files and records as required to support the Executive Office function;
  • Assists with Strategic Priority implementation and coordinates others’ efforts to ensure timely deliverables.
  • Provides historical reference by developing and utilizing filing and retrieval systems, records of Board meetings.

General Miscellaneous Support (10%)

  • Other relevant administrative duties, as assigned.

Event Planning (5%)

  • Provides on-site logistical support for Executive Office meetings, including face-to-face Board meetings and events, as well as APIC Annual Conference workshops and events;
  • Sources facilities, set-up of events space, arranges catering, and meetings both on and off-site;
  • Execute event and meeting management.


Knowledge and Skills required for the position


Education/Experience:

  • Associates degree, diploma or equivalent, 4-year college degree preferred.
  • 3-5 years’ experience providing executive level administrative support, preferably in a for-profit setting.
  • 3-5 years’ experience providing project management support.
  • Experience working with VIP groups (ex. Board of Directors, Committees, etc.) preferred.

Knowledge, Skills, and Abilities:

  • Advanced knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) and database management systems. Experience with Teamwork.com, Tracker RMS, Zoom, Doodle, and Bill.com a plus but not required.
  • Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Knowledge of event management planning (including: pre/post and onsite logistics management), experience preparing requests for proposals for events, reviewing and interpreting hotel and catering contracts.
  • Self-management: Sets well-defined and realistic goals; takes initiative, monitors progress, and is motivated to achieve; manages own time and can successfully juggle multiple and/or competing priorities in an efficient and effective manner.
  • Results oriented: Ability to prioritize and work at a fast pace and meet critical deadlines.
  • Customer service: Works and communicates with clients and customers to satisfy their expectations. Committed to quality service.
  • Oral communication: Ability to communicate information in a clear and concise manner with individuals at all levels, including board members, association executives, government agency staff.
  • Written communication: Ability to effectively communicate information and ideas in writing.
  • Confidentiality: ability to work with and maintain the confidentiality of data and information.
  • Must be able to manage by influence.
  • Ability to work individually and as part of a team.
  • Excellent proofreading and editing skills.
  • Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.

APIC is an Equal Employment Opportunity Employer.


Association for Professionals in Infection Control and

Address

Roseland, NJ
07068 USA

Industry

Business

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