Governance and Executive Assistant

REPORTS TO: Executive Director

SUPERVISES: No direct reports

CLASSIFICATION: Non-Exempt

Background

The Obesity Society is the leading scientific society dedicated to the study of obesity. Since 1982, The Obesity Society has been committed to encouraging research on the causes and treatment of obesity, and to keeping the medical community and public informed of new advances. Composed of more than 2,400 researchers and clinicians, the Society conducts the largest conference in North America focusing on obesity research, prevention, treatment, and management.

Purpose

The Governance and Executive Assistant serves as a liaison to volunteer committee members and provides administrative assistance to the Executive Director (ED) of The Obesity Society. 

Reponsibilities Include

Governance Support

  • Assists in materials preparation for Committee meetings, responsible for minutes, and serves as staff support to Council and Executive Committee
  • Maintains all TOS volunteer committee rosters and creates timelines for elections and new committee member appointments
  • Maintains contact with President of the Council to organize the annual meeting receptions and support material for presidential address
  • Arranges registration and acts onsite liaison for VIP guests
  • Prepares announcements for grants and awards, reviews applications and liaises with awards committee for applicant tracking and selection process
  • Develops timeline for awards process and tracks budget for awards and grants

Administrative Support

  • Maintains ED schedule and assists with travel arrangements and expense reports
  • Schedules meetings and conference calls with the Council, Executive Committee, Committees, staff and other related parties
  • Prepares and reviews correspondence and other requested documents
  • Monitors established project timelines to keep ED apprised of progress
  • Attends annual meeting and conferences to provide assistance to ED
  • Assists with planning spring and fall meeting for Corporate Advisory Council
  • Orders office supplies, backup phone administrator and other duties as required

Qualifications and Requirements

The position will best suit a candidate with experience managing multiple tasks and meeting deadlines, with a proven ability to communicate both verbally and in written communications with the council of the Society.  This role also requires proficiency in the Microsoft Office Suite including Word, Excel, Outlook and PowerPoint; Survey Monkey as well as familiarity with membership database applications. The ideal candidate will have 5 years experience as an executive assistant or related equivalent experience in a small-staff setting, be highly detail-oriented with outstanding organizational skills and be a collaborative team player able to work well under pressure during peak periods.

Please submit resume and coverletter to This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

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