Executive Administrative Assistant

The Executive Administrative Assistant provides general administrative and clerical support to the leadership team (EVP/CEO, CFAO, CPEO) and other departments as assigned, including Finance, Membership, Annual Meeting Registration, Education, and Facilities.  This is an essential position requiring accuracy, good judgment, diplomacy, and discretion. The primary function of the Executive Administrative Assistant is to help the Executive Vice President & Chief Executive Officer and leadership team be most productive and efficient.

About USCAP

USCAP is a dynamic and innovative medical association dedicated to servicing pathologists in the United States and Canada. Pathologists are both medical doctors as well as scientific researchers who study and develop knowledge on all forms of human disease including cancer, infectious and hereditary diseases. USCAP is a thriving non-profit 501(c)(3) association with more than 8000 members that focuses strictly on its educational mandate. USCAP’s new and state of the art headquarters and interactive conference center are located in downtown Palm Springs, CA – a beautiful oasis in the warm deserts of Southern California.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Executive Team Support:

• Provides general administrative support.
• Maintains electronic and physical filing system, including scanning of department documents.
• Opens, sorts, and distributes correspondences.
• Performs data entry.
• Manages the collection and distribution of daily mail.
• Manages calendar for executive staff; sets appointments.
• Working with EVP, leads coordination with the preparation of board and executive committee meetings, agendas, and packets.
• Performs all tasks and prepares all materials with the highest degree of professionalism and accuracy as the position reflects the senior staff.
• Processes expense reports and reimbursement documentation for CEO & CFAO. 
• Assists in resolving administrative problems.
• Runs organization’s errands to post office and other locations as needed.
• Maintains office supplies inventory, including managing orders.
• Prepares and modifies documents.

Finance Support:

• Under the direction of the Senior Accountant, prepares and processes daily bank deposits.
• Prepares outgoing checks for mailing; drops off at post office.
• Processes payments over the phone.

Other Department Management Support:

• Assistance with processing member applications, renewals, and meeting registrations.
• Assists with monthly membership mailings; other department mailings as needed.
• Participates in customer service phone tree as a primary contact point for all inquiries, and routes to appropriate department or inbox.
• Working the onsite registration and help desk at seminars and educational programs throughout the year.
• Assists facilities with reporting office issues, and coordinating vendor appointments.

General Responsibilities:

• Completes corporate training on a timely basis.
• Provides and models excellent customer service, following up on complaints, questions, and concerns; responds to internal/external customer needs in a friendly, timely and efficient manner.
• Fosters an inclusive environment marked by personal visibility, open communication, relationship building, teamwork, and empowerment.
• Oversees and complies with all established safe work practices and attends to all safety-related training provided or made available by USCAP.
• Other duties as assigned.

ADDITIONAL INFORMATION

The ideal candidate will have executive assistant experience in an office environment, with knowledge of office functioning and management, customer service, and may have previous experience in nonprofits, event planning, educational conferencing, or similar. Some college is preferred; a minimum AA degree is ideal.

In addition, candidates must possess:

• Excellence and accuracy in verbal and written communication skills; skilled in proofreading documents and correspondence for accuracy and clarity.
• Demonstrated excellent customer service skills.
• Proficient and knowledgeable with technological tools like MS Office, Adobe Suite, Outlook, and familiarity with content management systems (CMS).
• Ability to prioritize and perform multiple tasks, exercise sound judgment, problem solve, and use discretion and initiative in performing complex work.
• Must excel in a fast-paced, team-oriented environment. This person must have integrity and earn credibility with leaders, members, vendors, and staff.
• Ability to think independently, proactively, and creatively.

The chosen candidate will be expected to travel to USCAP meetings and events as needed; be able to work a varied schedule depending on the needs of the organization, and may include occasional evenings, weekends and early mornings.

Pay range: $28.00-$33.50/hr commensurate with experience and qualifications. USCAP offers a generous benefits package, including holidays, vacation, sick leave, medical, dental, and vision.

This is a non-exempt position. The position location is the Palm Springs headquarters office. No remote work. The final candidate will be required to provide references and must pass a background check.