Executive Assistant to the CEO

The Association for Diagnostics & Laboratory Medicine (ADLM) is a global scientific and medical professional organization dedicated to ensuring better health for all through laboratory medicine. It serves over 50,000 professionals and acts as a central hub for bridging the gap between laboratory research and clinical application, ensuring better patient care by providing education, fostering collaboration, promoting research, and advocating for policies that support high-quality diagnostics.

Position Summary
The Executive Assistant will provide high-level administrative support to the CEO and other ADLM leaders. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. This role collaborates with the Governance and Board Liaison, Senior Manager to support the board of directors and senior management team; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Key Responsibilities include:

Executive Support & Scheduling

• Manage sensitive matters with a high level of confidentiality and discretion.
• Organize complex calendars and schedules; proactively resolving any scheduling issues.
• Coordinate internal and external meetings, including logistics, materials, and follow-up.
• Ensure the CEO is prepared for meetings with briefing materials and clear agendas.
• Track key commitments and deadlines and provide reminders as needed.
• Conserve the CEO's time by reading, researching, collecting and analyzing information as needed, in advance.

Administrative & Operational Support

• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization. including board meetings, staff meetings, and external engagements.
• Ensure presentations are clear, well-organized, and aligned with organizational messaging and branding.
• Work with content owners to gather inputs and translate information into concise, visually effective slides.
• Maintain and update standard presentation templates.
• Draft and edit correspondence on behalf of the CEO.
• Support preparation of reports, briefings, and other materials.
• Coordinate across departments to gather information and keep projects moving.

Travel & Expense Management

• Arrange all domestic and international travel (flights, hotels, ground transportation) with attention to efficiency and cost.
• Prepare detailed itineraries and ensure all travel-related materials are organized and accessible.
• Handle last-minute change and troubleshoot travel issues as they arise.
• Prepare expense reports and maintain accurate records.

Relationship Management

• Serve as a key point of contact for internal staff and external stakeholders.
• Welcome the CEO’s guests by greeting them as well as answering or directing inquiries.
• Build strong working relationships and handle interactions with professionalism and discretion.
• Maintain confidentiality in all aspects of the role.