Alpha Omega Alpha Honor Medical Society

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Contact Information

National Office
525 Middlefield Road, Suite 130
Menlo Park, CA 94025
P: (650) 329-0291
F: (650) 329-1618

More Contact Information

Job Opening

Executive Assistant

Alpha Omega Alpha Honor Medical Society, located in Menlo Park, California, is seeking a qualified candidate for the position of Executive Assistant.

The successful candidate will, preferably, have a bachelor’s degree and a minimum of three years experience working as an executive assistant in an office setting. In addition, the successful candidate will have demonstrated experience working on an Apple platform, with high proficiency in Microsoft Word, FileMaker Pro, Excel, Dropbox, Apple Mail, and Basic HTML. Salary will be commensurate with experience.

To apply, e-mail cover letter and resume with three references to:

Chief of Staff

Open until successful candidate identified.

Job Description

General Office Support – 45%

  • Answer phones within three rings, and direct calls to appropriate person
  • Manage incoming and outgoing mail
  • Provide support to Executive Director and Chief of Staff
    • Coordinate and synchronize staff calendars
    • Schedule meetings as needed
    • Coordinate travel arrangements as needed
    • Prepares agendas, briefings and support materials as needed
  • Maintain office equipment to ensure continuous functionality
    • Maintain good working relationship with vendors, contractors and repair personnel
    • Recommend new equipment as needed
  • Maintain Office archives for historical reference
    • Filing, scanning and document management
  • Orders office supplies as necessary
    • Maintain inventory of supplies to ensure efficiency in spending
  • Determines the best vendors to use for purchasing supplies, equipment and travel, etc.
    • Researches vendors to choose the best supplier to meet the needs of each purchase
    • Creates RFPs as needed, and manages the bid process

Meeting Coordination – 20%

  • Work with Executive Director, Chief of Staff and Program staff to coordinate meetings in-house and out-state
    • Annual Board of Directors meeting
    • Bi-annual Board of Directors conference call
    • Professionalism Conference
    • Councilors Meeting
    • Fellows in Leadership orientation
  • Schedule Team Meetings as necessary
  • Ensure computer and phone equipment is working properly and ready for meeting use as needed
  • Coordinate transportation and food if needed
  • Prepares agendas, briefings and support materials as needed

Office Technical Support/Technology – 20%

  • Updates and maintains technology for the office
  • Work with office staff to ensure functionality of computers and software
  • Recommend upgrades and new programs as needed
  • Work with contractor/intern to ensure member database is updated, working properly,
  • and reports are retrievable by staff

The Pharos Managing Editor Administrative Support – 10%

  • Assists Managing Editor with written communications regarding submitted articles
  • Maintains bulk mailing lists for The Pharos
  • Other administrative duties for The Pharos as assigned

Other Duties as Assigned – 5%

  • Project support for Executive Director and Chief of Staff
  • Kitchen management and upkeep

Alpha Omega Alpha

Since its founding in 1902, Alpha Omega Alpha Honor Medical Society has recognized and advocated for excellence in scholarship, demonstrated professionalism, and the growth of physician leadership in the profession of medicine. Through 129 medical school chapters across the United States, more than 3,600 new members are inducted into the society each year. More than 55 Nobel Prize winners are members of Alpha Omega Alpha, as well as 11 of the 19 United States Surgeons General, including Dr. Vivek Murthy. Nearly 75% of deans of U.S. medical schools are members of AΩA. Alpha Omega Alpha annually grants more than $1.5 million in programs and awards to impact medical students, residents, teachers, and community physicians. Alpha Omega Alpha is a 501(c)(3), with a membership base of more than 100,000.

Updated on May 31, 2016.

© 2016 Alpha Omega Alpha Honor Medical Society