Administrative Assistant
4 days ago
Dallas
Job Description Department: Office of Medical Affairs (OMA) Reports To: OMA & CBME Director (assignment-based; supports multiple leaders) Location: Dallas, Texas – ABOG National Center for Certification and Continuing Education (Uptown); Hybrid Work environment with expectation for 60% in office (may require additional onsite presence based on meeting cadence). Travel: Meeting Travel Required (up to 10%) as needed. FLSA Status: Non-Exempt Summary: The Administrative Assistant will provide administrative and coordination support to the Office of Medical Affairs (OMA), coordination support to OMA leadership, and designated areas (e.g., Certification Standards, GME, CBME initiatives). Serves as the primary owner of select committee and meeting operations, overseeing complex logistics, ensuring the integrity of documentation and action tracking, and enabling the efficient execution of OMA priorities in close partnership with cross-functional teams. Essential Duties and Responsibilities: 1) Executive & Leadership Support • Manage multi-leader calendars and scheduling for assigned OMA leaders; anticipate conflicts and propose solutions aligned to priorities (with escalation as needed)., • Coordinate travel logistics and prepare accurate, timely expense reports (including reconciliation support when needed)., • Draft, edit, and manage professional correspondence and routine leadership communications., • Maintain leadership-ready materials (e.g., bios, CVs, presentation slide decks, disclosures, committee lists) for assigned leaders/programs. 2) Meeting & Committee Operations • Own end-to-end logistics for assigned committees/meetings: scheduling, invitations, materials compilation, attendance tracking, and post-meeting follow-up., • Prepare draft agendas and meeting packets using established templates; ensure version control and confidentiality standards., • Serve as scribe for assigned meetings; publish minutes/action items within established timelines and track closure to completion., • Coordinate virtual/onsite meeting logistics with cross-functional teams to ensure smooth execution. 3) Programmatic & Operational Support • Support execution of defined OMA workstreams (e.g., eligibility/standards processing, CBME support tasks, committee workflow tracking) by maintaining accurate records and monitoring deadlines., • Perform data entry, tracking, and basic reporting across assigned program activities; flag issues/risks and coordinate resolution pathways., • Coordinate cross-functional deliverables across ABOG teams to keep assigned initiatives on schedule., • Perform other duties as needed to support organizational goals. 4) Documentation & Process Control • Maintain organized electronic filing systems and apply document governance practices (naming conventions, version control, confidentiality handling)., • Perform intermediate-to-advanced document formatting/editing (Word, PowerPoint, Excel, PDFs); support DocuSign workflows as assigned., • Draft and maintain desk procedures/SOP updates for assigned workflows; propose process improvements and implement approved changes. 5) Financial / Procurement Support • Support routine purchasing and expense tracking; ensure documentation is complete and aligned with organizational policy and audit expectations. 6) Team Support • Provide backup coverage across OMA during peak periods; serve as a “go-to” resource for meeting operations and workflow coordination. Skills and Qualifications: • Demonstrable Proficiency: Candidates may be required to demonstrate proficiency in essential skills during the interview process (e.g., work samples, analysis exercise, and communication brief)., • High school diploma or equivalent required – Associate’s or Bachelor’s Degree Preferred, • Minimum 4 years of progressively responsible administrative experience, including coordinating committee operations and managing complex calendars for multiple leaders; or an equivalent combination of education and relevant experience., • Advanced Proficient in Microsoft 365: Outlook, Teams, Word, PowerPoint, with strong Excel capabilities (e.g., data organization, reporting, basic analysis), • Demonstrated ability to manage multiple competing priorities, meet deadlines, and adapt quickly in a fast-paced environment, • Proven ability to handle sensitive information with a high degree of confidentiality, judgment, and integrity, • Self-starter who can independently drive tasks to completion with minimal oversight while maintaining high-quality standards, • Strong written and verbal communication skills, with the ability to tailor messaging to different audiences (executives, committees, cross-functional teams), • Skilled in minute-taking, synthesizing discussions into clear summaries, and tracking action items through completion, • Ability to build effective working relationships across teams, support multiple leaders, and coordinate cross-functional efforts, • Efficient and accurate management of multi-calendar system, • High level of accuracy in documentation, scheduling, and deliverables, • Proactively identifies issues, anticipates needs, and proposes practical solutions, • Ability to prioritize and meet deadlines., • Approachable, responsive, and committed to providing a high level of service to internal and external stakeholders PHYSICAL REQUIREMENTS The following essential functions describe what must be accomplished and may be performed with or without reasonable accommodation: • Primarily sedentary computer-based work; frequent keyboard/mouse use and on-screen analysis., • Regular verbal and written communication in meetings and documentation; ability to present findings., • Occasional standing/walking/meeting facilitation; occasional lifting/carrying of typical office items (up to 20 lbs.)., • Periodic travel (up to 10%) for meetings or conferences. ABOG engages in an interactive process and provides reasonable accommodations to qualified individuals with disabilities. WORKING CONDITIONS Typical professional office/administrative environment with low noise levels; hybrid schedule with 60% in-office presence (role-specific positions that align with the nature of their work) and periodic travel for meetings/conferences. Work involves handling sensitive information under strict confidentiality, data governance, and security protocols. ABOG provides reasonable accommodation throughout the application and employment process upon request. COMPENSATION Salary commensurate with experience and qualifications. BENEFITS Comprehensive benefits including Health, Dental, Vision, HSA, employer-match 401(k), Basic Life/AD&D, and LTD. Additional benefits and eligibility will be shared in the recruiting process. EEO STATEMENT ABOG is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation), national origin, age, disability, genetic information, veteran status, or any other protected status. We welcome requests for reasonable accommodation at any stage of the hiring process. Company DescriptionThe American Board of Obstetrics and Gynecology (ABOG) is a national, non-profit, apolitical organization that offers voluntary certification to obstetricians and gynecologists (OB-GYNs) and offers continuing certification to OB-GYNs in the United States and Canada.The American Board of Obstetrics and Gynecology (ABOG) is a national, non-profit, apolitical organization that offers voluntary certification to obstetricians and gynecologists (OB-GYNs) and offers continuing certification to OB-GYNs in the United States and Canada.