Executive Assistant & Membership Administrator

Ohio Osteopathic Association | Columbus, Ohio

The Ohio Osteopathic Association (OOO) is seeking to fill the position of Executive Assistant & Membership Administrator. This position provides administrative and membership support to the Executive Director (ED), liaises with the Board of Trustees (Board), and coordinates meetings and events. This role requires excellent organizational skills, a high level of discretion, confidentiality, and member engagement.

Essential Functions:

Executive Administrative & Board Support

Manages the ED’s travel, calendar and logistics, ensuring efficient scheduling, proactive conflict resolution, priority management and clear communication.
Prepares, proofreads and edits reports, letters, presentations and other documents to ensure accuracy and clarity while tracking action items and follow-ups.
Manages the collection of the ED’s receipts, ensuring prompt delivery to the accounting entity.
Screens emails and phone calls, handling sensitive communications and prioritizing requests.
Supports high-priority projects by tracking deadlines, providing updates and ensuring necessary resources are in place.
Provides administrative support to OOA, BoT and affiliated organizations.
Serves as a liaison to the BoT, facilitating communication and coordinating logistics.
Collaborates with the ED to manage BoT and committee logistics, including scheduling, accommodations, agendas, board packets, material distribution and drafting and dissemination of official minutes for all BoT meetings.
Maintains accurate board minute books, rosters, and records for OOA, OOF and Ohio ACOFP.
Oversees delegate certification and logistics for OOA, AOA and Ohio ACOFP annual meetings, including securing accommodations and meeting spaces.
Handles and prioritizes calls and requests from key partners.
Attends meetings as requested by the ED and BoT.

Membership Administration

Manages all membership inquiries, ensuring a high level of customer service.
Supports new member onboarding to create a welcoming and engaging experience.
Coordinates member surveys and outreach efforts to gather feedback and improve services.
Oversees the membership renewal cycle, new member onboarding campaigns, membership applications and database accuracy.
Develops monthly membership reports with data visualizations to track trends and inform governance.
Manages the TCS Software membership database, including record updates, maintenance, member processing, rosters, distribution lists for the marketing team and reporting.
Serves as the technical lead for database operations and resolves issues as needed.
Collaborates with ED and Continuing Medical Education (CME) committee and supports event logistics, including registration, planning and execution for member events, webinars, CME activities, the Ohio Osteopathic Symposium and other association events.

General Office Support

Answers office phone, monitors voicemail, and provides administrative support to OOA staff and BoT.
Manages daily mail collection, distribution and timely posting.
Maintains the OOA website calendar, orders office supplies and oversees office maintenance and organization.
Maintains knowledge of OOA’s history, programs and membership for effective communication.
Performs other duties as assigned.

Other Duties and Responsibilities

Engages collaboratively to support the organization’s success.
Builds and maintains strong, professional relationships with external partners, vendors and stakeholders to ensure effective collaboration.
Manages deadlines with strong organization, attention to detail and clear communication.
Represents the organization professionally at conferences, meetings and events to promote the organization and build partnerships.
Commits to professional growth and development of required skills for this role.
Attends internal and external conferences, meetings, and trainings, as needed.

Required Education and Experience

Associate's or bachelor’s degree in business administration, nonprofit management or a related field, or equivalent work experience.
Minimum of 5-7 years of experience in administrative roles, preferably within an association or nonprofit environment.
Experience supporting senior leadership and/or board members.
Strong proficiency with membership management databases and CRM tools.
Experience in coordinating meetings, preparing agendas, and drafting minutes.
Strong written and verbal communication skills, with an ability to handle sensitive and confidential information.

Knowledge, Skills, and Abilities

Commitment to high professional ethical standards and confidentiality.
Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
High proficiency with a wide range of technological products and web-based software, including membership management software and CRM tools.
Excellent attention to detail and accuracy in all tasks.
Strong interpersonal skills and the ability to work collaboratively with diverse stakeholders.
Ability to work independently with minimal supervision while ensuring high-quality deliverables.
Adaptability to shifting priorities and the ability to thrive in a fast-paced, dynamic work environment while managing multiple deadlines effectively.

Environment and Demands

This is a hybrid role based in Columbus, Ohio with remote work subject to approval. Candidates must reside in the Columbus area, as weekly in-person attendance is required at the discretion of the ED. Regular attendance is an essential function of this position.
Standard weekday schedule, but requires a willingness to work flexible hours, including early mornings, evenings and weekends, as needed for events and special initiatives.
Primarily an office-based role, requiring prolonged periods of sitting and remaining stationary for long durations, regardless of work location.
Regular use of standard office equipment (computers, phones, printers, etc.).
Occasional standing, walking or light physical activity may be needed for meetings, events, etc.
Frequent exposure to time-sensitive tasks, urgent demands, and shifting priorities.
Less than 10 percent travel required for conferences, meetings and events, subject to organizational needs.

Please note: This job description reflects the Ohio Osteopathic Association (OOA) executive team assignment of essential functions and other duties and is not intended to provide a comprehensive listing of activities, duties, or responsibilities required for this position. OOA reserves the right to assign or reassign duties, responsibilities and activities of this position at any time, with or without notice.

The OOA is an equal-opportunity employer and values a diverse workforce and inclusive culture. OOA encourages applications from all qualified individuals and does not discriminate based on any category protected under applicable federal, state, or local law.

Application Process and Deadline

Please submit an application only through this portal: https://jobs.gusto.com/postings/ohio-osteopathic-association-executive-assistant-membership-administrator-hybrid-columbus-oh-based-77a539d3-c936-4368-9a6a-eeca0176aa73/applicants/new.

The deadline to apply is March 15, 2025.

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