The purpose of this position is to provide executive-level administrative support to the Executive Director and Board of Directors. The Executive Coordinator serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director and Board of Directors.The role also serves as a liaison to the Board of Directors, and Senior Foundation leaders; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
This position will coordinate the time, resources and priorities of the Executive Director, as set forth by the Executive Director. It will follow through on the implementation of priorities of the Board of Directors; effectively communicating both internally and externally to fulfill the objectives of the Executive Director and Board and analyze to improve the performance of the Executive Director and the Board of Directors.
Executive Support -Provides executive-level assistance to the Executive Director to ensure the coordination of time, resources and priorities of the Executive Director.including: managing an active calendar of appointments, composing and preparing correspondences to ensure the strategic coordination of time, resources and priorities of the Executive Director.Plans and coordinates and ensures the Executive Director schedule is followed and respected.Provides “gatekeeper” and “gateway” role.Coordinate effectively with staff to assist with the requested information, travel, expenses, and scheduling.
Board Support Liaison – Serves as the Executive Director’s administrative liaison to the AHIMA Foundation’s Board of Directors.Comprehensively coordinate Board and Board committee meetings, including scheduling, agenda preparation, logistics support, material compilation, minute taking, and action item follow up. Assist in planning and monitoring Board Budget.
Foundation Management Liaison – Participates as an adjunct member of the Foundation’s leadership team including assisting in scheduling meetings and attending all meetings. Assists in coordinating the agenda of the leadership meetings and off-sites, and all-staff meetings. Facilitates cross-divisional coordination of travel and outreach plans.
Communications, Partnership, and Outreach - Develop templates, format, proof and assist in finalizing proposals and reports to funders.Obtain and maintain background data and information needed for grants and proposal applications. Responds to requests for materials regarding the Executive Director, Board and the organization in general.Edits and completes first drafts for written communications to external stakeholders on behalf of the Executive Director and the Board.
Strategic Initiatives – Works with the Foundation to coordinate the Executive Directors' outreach activities.Follow-up on contacts made by the Executive Director and supports the cultivation of ongoing relationships. Edits all and creates acknowledgment letters from the Executive Director to donors.
Bachelor’s degree or applicable experience
5 years related experience in roles within an Executive Office, preferably with a Board of Directors, and preferably in an association or philanthropic foundation environment
Strong in developing trust and portraying the highest level of professionalism both externally and internally; exhibits and encourages respect and cooperation among constituencies
Work as a self-starter and conceptual thinker, who can collaborate on creative solutions; an independent worker who is also able to contribute to team-efforts.
Make decisions keeping AHIMA Enterprise processes in the fore, to promote organizational consistency
Strong sense of discretion and confidentiality
High-level working knowledge of Microsoft Office Suite, content management software, donor relationship management software, travel and expense (Concur preferred), web conferencing tools
Deliver projects on task and on time
Understanding of the scope of Executive Director and Board work from project level to strategy
Experience in taking meeting minutes according to “Robert’s Rules” strongly preferred
Excellent customer service skills
Service-oriented attitude and the desire to work with/for multiple people with a variety of personality-types and various levels of need for support.
Ability to identify alternative solutions to complex issues and to implement processes and procedures to complete initiatives
AHIMA is the premier association of health information management (HIM) professionals. AHIMA represents more than 101,000 health information professionals. AHIMA is committed to advancing the HIM profession in an increasingly electronic and global environment through leadership in advocacy, education, certification, and lifelong learning.
AHIMA is recognized as the premier source of “HIM knowledge,” the respected authority for rigorous professional certification, and one of the industry’s most active and influential advocates in Congress.
About American Health Information Management Association
AHIMA is the premier association of health information management (HIM) professionals. AHIMA represents more than 103,000 health information professionals. AHIMA is committed to advancing the HIM profession in an increasingly electronic and global environment through leadership in advocacy, education, certification, and lifelong learning. AHIMA is recognized as the premier source of “HIM knowledge,” the respected authority for rigorous professional certification, and one of the industry’s most active and influential advocates in Congress.American Health Information Management Association is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to gender, race, color, religious creed, national origin, age, sexual orientation, gender identity, physical or mental disability, and/or protected veteran status.