Administrative Assistant

The American Society of Echocardiography (ASE) is a nonprofit medical organization committed to advancing cardiovascular ultrasound to improve lives. ASE is a dynamic, team-oriented business with an excellent benefit package, generous Paid time off and Paid Holiday allotment, flexible hybrid work environment, and competitive compensation packages. ASE is seeking a full-time Administrative Assistant.   

Position Summary: The Administrative Assistant will play a pivotal role in ensuring the smooth and efficient operation of administrative tasks for the External Relations team and Deputy CEO. This position will provide essential administrative support, helping to maintain a productive and organized work environment.  This full time, non-exempt position will report to the Chief Business Strategy Officer and has potential for a remote work schedule, however, occasional travel to ASE’s Durham, NC office may be required. Candidates must live in one of the following states to be considered for employment: NC, SC, VA, MD, DC, GA, or TN.

Essential Duties and Responsibilities:

  Administrative Functions: 70% off the time 

• Facilitate day to day administrative duties to support the External Relations team and Deputy CEO.
• Attend relevant meetings and conference calls, take minutes, transcribe minutes, and send completed minutes to relevant parties as directed.
• Compose memos, letters, emails, documents, and other communications as directed.
• Schedule meetings; maintain calendars; create reports; assist with planning travel and accommodation arrangements as needed.
• Prepare and distribute meeting agendas, minutes, and follow-up correspondence.
• Facilitate efficient project management- e. g., schedule meetings, updating and monitoring outlook calendars, setting up a reminder system for projects and due dates.
• Assist in processing invoices and volunteer reimbursements as needed.

Business Development Support Functions: 20% off the time 

• Assist in planning and organizing business development events, such as conferences, webinars, and Forums. Support event logistics, including registrations, materials, shipping, and follow-up communications.
• Assist with the preparation of presentations and proposals, ensuring they are compelling and aligned with the team’s objectives.
• Support the team in managing client communications, including responding to inquiries and follow-up activities.
• Maintain and update the customer relationship management (CRM) system with accurate and up-to-date information to ensure effective tracking of prospects and clients.
• Prepare regular reports on business development activities and outcomes.
• Perform other duties as assigned by the Supervisor and Deputy CEO.

Other Functions:

General Administrative and Cross-Functional Collaboration: (10% of the time):

• Support the organizational structure of ASE by attending staff meetings, working on task forces, seeking and attending professional development opportunities, working in a team atmosphere and cooperating with other staff members, and completing minutes, meeting summaries, paperwork, and timesheets in a timely manner.
• Contribute to other projects and tasks as needed in support of ASE’s success.
• Work closely with other departments, such as marketing, publications, advocacy, and education, to support business development initiatives.
• Provide support on special projects as needed.

Travel: 

• Travel to ASE meetings and other exhibit venues will not be required for this position.

Minimum Job Requirements: 

Education: Bachelor’s degree preferred. An equivalent combination of education, training, and experience will be considered.

Experience: A minimum one year demonstrated prior experience with office administrative duties required.

Specific Skills/Knowledge: 

• Good interpersonal skills, professional appearance, and demeanor.
• Commitment to superior level of customer service.
• Ability to handle confidential materials.
• Outstanding organization and communication skills.
• A self-motivated worker with excellent attention to detail.
• Demonstrated understanding of office administration responsibilities.
• Proven ability to manage computer-based projects, and to process and accurately manage data.
• Competence in Windows Office 365 software, database programs, and online applications.
• Ability to manage multiple projects in a fast-paced environment and effectively meet deadlines.

Physical Requirements:   

Job requires frequent sitting, and repetitive hand and wrist movements.

If hired, we require that all employees be COVID 19 vaccinated. ASE will engage in an interactive process with employees requesting medical or religious accommodation.

While it is intended to be an accurate reflection of the job duties and requirements, ASE management reserves the right to modify, add, or remove duties and to assign other duties as necessary. This job description does not constitute a contract and should not be construed as a contract.

ASE is an equal opportunity employer and offers equal employment opportunities without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, veteran status, sexual orientation, marital status, genetic information, and other protected class characteristics.

Visit our website for more information on ASE (https://www.asecho.org/) and the ASE Foundation (https://www.asefoundation.org).

Please apply online via ASE’s LinkedIn page or by sending resume directly to ASE’s Human Resources Department at [email protected].