Executive Adminstrative Assistant

The American Meteorological Society (AMS) is seeking an Executive Administrative Assistant who will be a key partner to the AMS Executive Director and the AMS senior leadership team, offering administrative and program support. The ideal candidate will enjoy working virtually with a small executive team and contributing to a mission-driven STEM professional society.

Responsibilities include but are not limited to:

• Manage scheduling for external appointments and for regular meetings with internal teams and individuals, and proactively resolve scheduling conflicts
• Manage travel arrangements, including booking flights, hotels, transportation, and creating itineraries
• Track and manage expenses and reimbursements
• Support Executive Director and senior leadership team in engaging with volunteer leadership, including keeping track of agenda topics and materials for upcoming meetings
• Support in-person meeting logistics, including arrangements for venue, food, and A/V
• Provide administrative support for donor cultivation and sponsor stewardship, including event and meeting preparations, note-taking during meetings, tracking follow-up with prospective donors, and preparing donor thank you letters
• Support coordination between the AMS Marketing and Communications team and the Executive Director and AMS volunteer leaders for external engagement
• Perform the essential functions of the position and other duties as required for the overall success of the society

Qualifications:

• 2-4 years of progressive experience in an administrative role, preferably in an executive support capacity
• Demonstrated ability to partner effectively with an Executive Director and a senior leadership team
• Strong organizational skills and ability to manage competing priorities with minimal supervision
• Excellent verbal and written communication skills
• Demonstrated ability to anticipate needs and exercise sound judgment
• Superior accuracy and attention to detail
• High degree of discretion and professionalism when handling confidential information
• Proficient with Google workspace, Microsoft Office Suite, and virtual meeting tools such as Slack and Zoom
• Availability to travel to the AMS week-long Annual Meeting and 2-3 other shorter trips
• Demonstrated ability to work independently and collaboratively in a fast-paced environment
• Experience working with volunteer leadership in a professional or scientific society preferred

We offer a comprehensive benefits package including generous medical, dental, and vision coverage and paid vacation, sick time, and holidays. AMS offers a superior retirement plan and group life and disability insurance after one year of employment. AMS is also a Public Service Loan Forgiveness (PSLF) qualified employer.

Proficiency in English