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Executive Administrative Assistant

American Meteorological Society

Boston, MA

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JOB DETAILS
SKILLS
Administrative Skills, Audiovisual, Calendar Management, Communication Skills, Conferences, Detail Oriented, Donor Development, Executive Assistant Skills , Expense Management, Expense Tracking, Genetics, Hydrology, Leadership, Logistics, Marketing Communications, Meeting Minutes, Meteorology, Microsoft Office, Organizational Skills, Presentation/Verbal Skills, Reimbursement, Schedule Development, Slack, Stewardship, Travel Planning, Volunteer Experience, Willing to Travel, Work From Home, Writing Skills
LOCATION
Boston, MA
POSTED
Today
About This Position

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
  • Availability to travel to the AMS week-long Annual Meeting and 2-3 other shorter trips
  • Proficient with Google workspace, Microsoft Office Suite, and virtual meeting tools such as Slack and Zoom
  • Demonstrated ability to work independently and collaboratively in a fast-paced environment
  • Experience working with volunteer leadership in a professional or scientific society preferred


This is a full-time exempt position which will be hybrid in our Boston office, with some days in the office and some remote. Salary is commensurate with experience. 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.

If you are interested in this position, please apply through our ADP Portal. We require a resume; a cover letter which briefly describes your qualifications, professional goals, and specific interest in this position is strongly recommended.

It is the policy of the American Meteorological Society to provide equal opportunity to all employees and applicants for employment based solely upon the individual's qualifications and ability to perform the work assigned, without regard to any personal identity, status, or condition. These include, but are not limited to the following: race, color, sex, age, religion, disability, veteran status, gender identity and expression, national origin, genetic information, sexual orientation, and natural and protective hairstyles.

All staff and society members are expected to embrace and promote an ethical and welcoming environment and to uphold the AMS Code of Conduct.

About Us

The American Meteorological Society (AMS) promotes the development and dissemination of information and education on the atmospheric and related oceanic and hydrologic sciences and the advancement of their professional applications. Founded in 1919, AMS has a membership of almost 11,000 professionals, students, and weather enthusiasts. AMS publishes 11 atmospheric and related oceanic and hydrologic journals (in print and online), sponsors more than 12 conferences annually and offers numerous programs and services.

About the Company

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American Meteorological Society

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