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Administrative Assistant

American Academy of Ophthalmology

San Francisco, CA

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JOB DETAILS
SALARY
SKILLS
Administrative Skills, Alliance/Partner Management, Budget Management, Budget Reporting, Budgeting, Calendar Management, Campaigns, Communication Skills, Data Management, Database Management Software/Systems (DBMS), Detail Oriented, Employee Retention, Executive Assistant Skills , Hardware Virtualization, Leadership, Logistics, Metrics, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Operational Support, Operations, Ophthalmology, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Management, Reporting Skills, Spreadsheets, Strategic Planning, Systems Maintenance, Travel Planning, Willing to Travel, Writing Skills
LOCATION
San Francisco, CA
POSTED
3 days ago
About Us
The American Academy of Ophthalmology (AAO) is the world's largest association of eye physicians and surgeons, dedicated to advancing the lifelong learning and professional interests of the ophthalmic community. Our Annual Meeting is one of the largest medical gatherings in the U.S., drawing attendees from around the globe.

Position Summary
The Administrative Assistant is a vital member of the Membership & Alliances Division, providing seamless support to the Vice President of Membership and Alliances and division managers. This role ensures smooth daily operations and supports key membership recruitment, retention, and engagement initiatives. From coordinating division communications and meetings to tracking budgets and managing data, this position plays an important role in advancing AAO's mission and strengthening our membership community.

Role and Responsibilities
  • Administrative Support (40%)
    • Provide executive-level administrative assistance to the Vice President and division leadership.
    • Coordinate division calendars, travel arrangements, office supplies, and operational needs.
    • Maintain organized filing systems for documents, program materials, and contracts.
    • Track and reconcile division budget items; prepare budget reports.
    • Serve as first point of contact for inquiries and route communications as needed.
  • Meeting and Committee Coordination (35%)
    • Lead logistics for the AAO Annual Meeting, including onsite orders, division events, and committee activities.
    • Coordinate the annual committee nomination process and support volunteer recognition programs.
    • Provide logistics support for division events, member programs, and strategic initiatives.
  • Data and Project Support (25%)
    • Maintain and update member records to ensure accuracy and completeness.
    • Support membership engagement activities, including recruitment and retention campaigns.
    • Manage tracking spreadsheets for division metrics and deliverables.
    • Assist with cross-divisional projects as assigned.
Qualifications, Skills, and Education Requirements
  • 2+ years administrative experience supporting executive and director level leadership in a professional setting.
  • Minimum of two years of college or formal post-secondary training required; bachelor's degree preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual platforms (Zoom, Teams).
  • Experience with membership databases or association management systems (AMS) preferred.
  • Strong organizational skills and ability to manage multiple projects with accuracy and attention to detail.
  • Excellent written and verbal communication skills.
  • Ability to handle confidential information with discretion and professionalism.
  • Proactive problem-solving skills and ability to anticipate needs.
Other Requirements
  • Travel required (~7-10 days annually) to staff the AAO Annual Meeting.
  • Hybrid work schedule (60% in office).

Hybrid Work

This role follows a hybrid schedule, with three days in-office days each week at our San Francisco headquarters.

Salary

Salary: $89,832

This position includes a full benefits package, including health coverage, paid time off, and generous retirement plan contribution.

Salary listed reflects compensation for San Francisco-based hybrid employees. Compensation may vary based on geographic location, experience, and internal equity considerations.

For full consideration, we ask that you include a cover letter with your resume.

About the Company

A

American Academy of Ophthalmology

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