You are a self-starter, who sees the big picture, yet is scrupulous about the details. You are known for your integrity, high emotional intelligence, efficiency and resilience. You are the consummate professional, when speaking, writing, and interacting with others. Yourpositive attitude coupled with yoursense of humor (professional and appropriate!) help you to succeed in a fast-paced, team-oriented environment.
If this sounds like you (or someone you know), please read on!
The Society Engagement Assistant performs an array of activities and functions to support the Department of Society Engagement in achieving its goals. Assists with the Board of Councilors by arranging meetings, programs, and activities. Provides administrative support to the state and specialty liaison program. Assists with the development and implementation of managed societies’ activities to build and maintain healthy and viable organizations. Provides daily support to the department.
Provide administrative and organizational support to the Board of Councilors and assigned committees.
Maintain contact information in Personify.
Create and distribute the BOC Resource Guide and Photo Roster.
Assist with activities related to committee, business, and workgroup meetings, including booking and confirming meeting rooms, producing and distributing agendas and minutes, confirming and tracking attendance, and assisting with follow-up actions.
Create and distribute communications, such as appointment and recognition letters.
Collect, track, and reconcile expense reports and ensure they meet travel policies; assist with managing budgets.
Update the BOC Web pages in a timely manner.
Assist with the development and implementation of the National Orthopaedic Leadership Conference and the Fall Meeting.
Coordinate all aspects of the Board of Councilors events during the AAOS Annual Meeting.
Coordinate First Year Councilor programming and assists with designing Councilor related orientations
Assist with the maintenance of procedures, manuals, and historical files.
Assist with the State and Specialty Liaison Program.
Maintain the Department’s Web pages in a timely manner.
Maintain the “Welcome” process for new society staff and leaders; evaluate annually and update as needed.
Assist with the development and implementation of the biennial Executive Director Institute.
Coordinate the Presidential Line Speaker Requests.
Assist with the development and distribution of newsletters and/or “e-blasts”.
Assist with announcements and collection of applications for awards and grants; process evaluations, comments, and other key data; provide results to relevant parties; handle related recognition communications; maintain historical data; and assist with announcements and collection of grant reports.
Draft correspondence as necessary.
Provide administration for assigned managed societies.
Craft and distribute member communications as directed.
Update constituent databases.
Prepare and process annual membership dues; process payments; create and distribute related correspondence
Assist committee chairs with reports and committee projects.
Assist with the development and promotion of meetings; assist with the compilation and distribution of meeting materials.
Provide on-site meeting administration when necessary.
Assist with the management of vendor relationships related to programming and events.
Coordinate the creation, production, and distribution of meeting materials, including print and electronic preliminary and final programs, within budget and timelines.
Handle all aspects of event registration.
Coordinate packing, unpacking, and shipping.
Assist in the evaluation of event programming,
Maintain meeting records, such as registrations, speakers, historical data, etc.
Develop and maintain society resources on Web sites, as well as society leadership lists.
Provide constituent service via telephone and correspondence.
Provide administrative and organizational support to the Department.
Maintain and update the Healthy and Viable Organizations’ documents.
Perform daily tasks such as sorting mail, answering telephones, replying to emails and faxes on behalf of the director, assistant director, managers, and/or managed society.
Assist with Department projects as requested.
Approximately 15 days per year
Undergraduate degree or comparable office experience.
At least three years of experience in a multi-tasking office environment. Excellent customer service mentality and delivery; effective communications – written and verbal; strong project management and organizational skills; and ability to prioritize are required.
Must be computer literate: proficient with Microsoft Office applications.
Must excel in a fast-paced, team-oriented environment. Professional, cooperative, supportive, and “can do” attitude is crucial to success. This person must be detailed oriented and have integrity, confidence, and credibility with leaders, members, vendors, and staff.
Experience in an association and working with leadership governance units is preferred, but not required.
Experience with Personify desired
If this describes YOU, please apply by sharing the following:
-Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.
-Attach your resume, cover letter, salary expectations and any additional materials that support your application.
Internal Number: HR/SAE
About American Academy of Orthopaedic Surgeons
The American Academy of Orthopaedic Surgeons
Founded in 1933, the Academy is the preeminent provider of musculoskeletal education to orthopaedic surgeons and others in the world. Its continuing medical education activities include a world-renowned Annual Meeting, multiple CME courses held around the country and at the Orthopaedic Learning Center, and various medical and scientific publications and electronic media materials.