Administrative Assistant Chief Operating Officer

Jan. 3, 2020

Join our team and be a part of one of the largest life science societies in the world.
With 30,000 members, including researchers, educators and health professionals, ASM advances the microbial sciences through conferences, publications, certifications and educational opportunities. It enhances laboratory capacity around the globe through training and resources. It provides a network for scientists in academia, industry and clinical settings. Additionally, ASM promotes a deeper understanding of the microbial sciences to diverse audiences.
We offer competitive salaries, top-notch benefits and liberal PTO.
  • Employee pays $0 toward their own health insurance
  • We contribute 10% of your salary to a 403(b) after 2 years of fulltime employment
  • Holiday schedule includes the days between Christmas and New Year’s
Just to name a few benefits…
Working with Chief Operating Officer the Administrative Assistant is responsible for providing support to the Chief Operating Officer and Leadership functions. This position supports the goals of the department and the mission of ASM.

Responsible for Administrative support to the COO
  • Manage an extremely active calendar, including scheduling of meetings with member committees and volunteer leaders.
  • Assemble and provide materials needed in advance of travel (travel plans, itineraries, and meeting materials
  • Initiate and ensure development and preparation of materials for speaking engagements and presentations
  • Research, prepare and maintain materials for and from all meetings
  • Provide administrative support for volunteers, committee and board meetings, to include travel arrangements, preparation of meeting materials, and other duties.
  • Provide logistical support for meetings and events including coordination of requirements forms, set- up of facilities, arranging for catering and other duties (some meetings may be off-site).
  • Attend meetings and record notes and minutes as required. Support follow up and tracking of action items.
  • Develop and maintain accurate files and records as required to support the office functions; maintain files in progress and assure proper completion.
  • Process documents specific to the office assigned according to established procedures, including invoices and travel forms.
  • Perform related duties as assigned
Budget and finance Support for the COO
  • Create and maintain budget worksheets for departmentmeetings (as needed) and for other departmental projects and activities
  • Transfer actuals from Finance monthly reports to department worksheets
  • Coordinate invoices and expense reports for Director’s signature, assigning codes and ensuring other staff review as appropriate
  • Reconcile monthly department credit card statement and travel statement
Responsible for adhoc project administration and coordination
  • Prepares work planning and timeline for project
  • Provides updates/status reports
  • Ensures follow thru and completion
Technical Competencies
  • Excellent decision-making and organizational skills
  • Proofing and editing experience
  • Proficient in Microsoft Office Suite
Behavioral Competencies
  • Excellent communication skills
  • Strong ability to interact professionally and comfortably with individuals at all levels
  • Strong interpersonal skills and pleasant disposition needed to work with different management styles and personality types
  • Self-motivated and results driven
  • Maintains a flexible and collaborative work ethic
  • Utilizes team approach
  • Commits to exceeding expectations
  • Outstanding customer care skills, white-glove, high touch approach to internal and external audiences
  • Highly professional demeanor
  • Courteous and professional at all times
  • Highly organized and detail oriented
  • Can work effectively and efficiently on tight deadlines and under pressure
  • Capable of working independently with minimal supervision on a daily basis
  • Ability to compose clear, correct, highly professional, and effective correspondence
  • Ability to maintain confidentiality, given he/she will have access to sensitive information
Required Education and Experience
  1. Bachelor’s degree
  2. 4-5 years of experience supporting c-level executives preferred
  3. Meeting planning experience
  4. Experience with a non-profit, preferred
If you are ready for a real challenge and to make a real difference in science, apply for this unique position today.  Please submit salary requirements, cover letter and resume to