[Hiring] Executive Operations Specialist @Association of American Medical Colleges

Role Description

The Executive Operations Specialist provides advanced operational, project coordination, and communications support for the Academic Affairs (AA) Cluster. This role focuses on the independent execution of complex work in support of AA initiatives, senior leaders, and Technical Leaders. The position emphasizes delivery, coordination, and process reliability.

How you will make an impact?

• AA Communications Execution and Production:
  • Draft, produce, and disseminate internal and external communications, newsletters, presentations, and templates in alignment with established messaging and priorities.
  • Manage content calendars and maintain support communication channels such as Teams and SharePoint to ensure timely and accurate information sharing.
• Project Coordination and Support:
  • Coordinate AA projects and initiatives by managing timelines, tracking deliverables, documenting decisions, and coordinating follow-up activities.
  • Maintain non-human inboxes, draft correspondence, reply to regular inquiries, and raise awareness of more complex inquiries.
  • Maintain project documentation and provide status updates to appropriate stakeholders.
  • Escalate risks or issues as appropriate.
• Meeting, Retreat, and Forum Coordination:
  • Coordinate logistics, materials, agendas, and post-meeting documentation for meetings, retreats, and committees across the AA Cluster.
  • Ensure smooth execution and consistent follow-through.
  • Partner with Executive Operations Manager in the development of messages on behalf of the CAO, including preparation of weekly internal and external presentations, briefings, and talking points.
• Tools, Systems, and Process Administration:
  • Administer and maintain collaboration and project management tools (e.g., SharePoint, Teams, and Monday.com).
  • Support adoption of tools and processes across the cluster and assist with documentation and continuous improvement efforts.
• Executive Activities:
  • Collaborate with administrative staff who provide support to the CAO to ensure the CAO is prepared for all speaking engagements.
  • Support CAO and AA senior leader on ad hoc leadership initiatives.

Qualifications

• Bachelor's degree is required.
• 5-7 years of related work experience.
• Demonstrated experience supporting executive operations, project coordination, communications production, and operational processes in a complex organizational environment.

Requirements

• Professional experience in organizational effectiveness, constituent engagement, and medical education; with preference for health care, education, or experience in a professional association.
• This is a remote-eligible position at AAMC. Candidates may reside anywhere within the contiguous United States, excluding California, Massachusetts, New York, and Oregon.

Benefits

• Hybrid Work – Primarily remote roles with the ability to work across the U.S.
• Comprehensive Health & Wellness – Medical, dental, and vision coverage; wellness programs; and fitness reimbursement.
• Generous Time Away – Paid time off, holidays, personal days, sick leave, paid parental leave, and short- and long-term disability benefits.
• Retirement & Financial Well-Being – 403(b) retirement plan with generous employer contributions and financial planning resources.
• Family & Care Support – Backup care for children, elders, and pets, plus resources for families with specialized needs.
• Learning & Purpose – Tuition reimbursement, professional learning and development opportunities, and the chance to advance a meaningful mission.