Administrative Assistant at American Academy of Ophthalmology

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 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).

Compensation
 Salary for this position is $72,928 with excellent benefits.