Executive Assistant

Date: Dec 8, 2023

Location: Washington, DC, US, 20036

Company: American Chemical Society

Division and Unit Overview

The mission of the ACS Membership Division is to serve members, students, sections, chapters and wider community by providing innovative, relevant, and effective services and benefits to enable satisfaction for the various stakeholders. The strategic objectives of the ACS Membership Division reflect the responsiveness of the Division in fulfilling the vision, mission, and values of ACS and meeting the needs of the changing chemistry enterprise. 


Position Summary

This position performs administrative/office management functions for the ACS VP, Membership and Strategic Engagement. The incumbent reports directly to the VP, Membership and Strategic Engagement and assists in carrying out their duties. The incumbent serves as a key contact for the VP, Membership and Strategic Engagement’s direct reports and interacts with all levels of ACS executive management, staff, ACS Governance, and the public. S/he works with highly confidential information; his/her responsibilities require discretion and judgment and exposure to sensitive issues and situations. Duties require in-depth knowledge of the organization’s policies, procedures, and core operations.



Position Accountabilities

1.    Maintains the schedule of meetings for the VP, Membership and Strategic Engagement. Makes travel arrangements and handles calls and mail on behalf of the VP, Membership and Strategic Engagement and her staff. Monitors travel expense vouchers.
2.    Assists in the establishment, implementation and monitoring of uniform division-wide office procedures that are consistent with ACS-wide procedures and policies. Assists in the conveyance of information from the VP to the division. Makes complete arrangements for special meetings held on behalf of the VP.
3.    Prepares draft letters, agendas and reports requiring the signature of the VP, Membership and Strategic Engagement.
4.    Participates in staff and other meetings requiring the compilation of agendas
5.    Participates in other meetings requiring the compilation of subcommittee agendas and meeting minutes for ad-hoc Committees. Makes arrangements for committee meetings held on and off-site such the National Meeting. Supports the needs of committee members. Monitors and reconciles travel expense vouchers from committee members.
6.    Works in collaboration with all levels of management, staff and governance. Assists in the compilation of information from the VP to the Board, other committees, and staff. 
7.    Monitors the activities of the VP’s reporting staff, including setting deadlines, leave and travel.
8.    Performs confidential work
9.    Performs complex research and analysis, and ghost writes on behalf of the VP. 



Education/Experience/Technological Knowledge

College degree or equivalent or formal technical and administrative training; min of 7–10 years experience; an advanced degree may be substituted for work experience. Experience working for a senior executive required. Advanced experience in MS Outlook, Excel, PowerPoint and Word and AI tools required. Ability to multitask, exceptional writing, editing, and proofreading skills is needed. Additional knowledge of collaborative and data management technologies preferred. The position requires some travel. ACS maintains a hybrid schedule with three days a week in the Washington DC office. 


Position Summary


This position will be primarily based in the Washington D.C.  office. ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice. New employees are immediately eligible for this hybrid work arrangement. ACS offers relocation assistance, if applicable.





Nearest Major Market: Washington DC

Job Segment: Research