Description
What we're looking for: We are seeking a talented professional responsible for providing executive administrative support to Editor-in-Chief, Editors, and Assistant Executive Director, RSNA Journals. The Executive Administrative Assistant: RSNA Journals will assist the Publications Directors with department administration of specific activities and programs (e.g., Editorial Fellowships, Publications Council, Visiting Editors program, Editors’ Forum, Trainee Editorial Boards), handle daily department administration, and work on special projects as needed.
This job might be for you if you're interested in:
- Working at a not-for-profit, mission-based organization that is focused on its members.
- A welcoming and supportive environment that gives you an opportunity to impact patient care.
- Excellent work-life balance in a hybrid workplace environment.
- A competitive compensation package that includes outstanding medical/dental benefits, incredible long-term savings benefits, generous time off (including a week-long Winter Break), paid parental leave and more.
- Training and professional development opportunities.
What you'll do:
- Support the Editor-in-Chief and Editors with administrative functions, including outgoing and incoming communications (phone and email), reports, expense reimbursements, and meeting and appointment scheduling, maintaining confidentiality in all communications.
- Assist Editor-in-Chief, Editors, and Publications Directors with all committee, editorial board, editor, and Board of Directors responsibilities: committee listings, communications, reports, and meetings; for meetings, handle scheduling, location, transportation arrangements to and from the airport and meeting site, hotel room reservations, food functions, bus transportation, and off-site dinner arrangements. Assist with preparation of agendas and distribution of minutes.
- Assist with administration of Editorial Fellowship program; Receive and prepare applicant materials for review, handle initial communications to fellows, send regret emails to other candidates, and schedule meetings.
- Assist Publications Directors with Visiting Editor’s program and Editors’ Forum, working with journal editors, staff, planning committees and institutional destinations to establish agendas, make logical arrangements, monitor registration and gather feedback.
- Assist with the issuance of Editor Recognition Awards, ensuring certificates are prepared and distributed in a timely manner and proper tracking is in place.
- Assist Publications Directors with trainee editorial boards, including sending out accept and decline letters, Department Chair letters, and completion certificates, and maintaining lists and bios of new members for the website and Personify.
- Coordinate annual meeting orders; work with RadioGraphics staff and Radiology staff for event orders; order food and computers for Editorial Office Complex; order and ship supplies (consulting with journal staff); order ribbons.
- Monitor Publications feedback email account; answer customer queries or forward to appropriate staff for resolution.
- Work in on-site Editorial Office in an administrative capacity during RSNA Annual Meeting (in Chicago), assist Editors, Editorial Board members, and other attendees as necessary.
- Handle daily Publications Department administration; receive and code invoices, order supplies and equipment and maintain latter in working condition, maintain journal files, assist with mail, schedule meetings, and produce agendas for meetings as needed.
- Perform other duties as assigned.
What you'll need:
- Preference given to candidates with at least 5-7 years’ experience as executive assistant
- Proficiency with current Microsoft Office Suite and Excel
- Excellent interpersonal, oral, and written communication skills, with extensive experience in business correspondence
- Ability to prioritize projects with multiple stakeholders
- Excellent organizational skills
- High attention to detail
- Ability to work both independently and as a member of the editorial office team
While some roles may require proximity to our Oak Brook, IL office, roles based outside of our Oak Brook, IL office can sit in any of the following states: AZ, CA, FL, GA, IL, IN, KS, MD, NC, NY, OH, OR, TX, VA, VT, WA, WI and Washington, D.C. Please only apply if you are able to live and work full-time in one of the states listed above. State locations and specifics are subject to change as our hiring requirements shift. All salaried ranges are standardized nationwide and will not vary by region.
The Radiological Society of North America is an equal opportunity employer and prohibits discrimination and harassment of any kind. RSNA is committed to hiring and employing qualified people without regard to race, color, religion, sex, marital status, national origin, age, disability, veteran status, citizenship status, genetic information, sexual orientation, unfavorable military discharge, ancestry, order of protection status, pregnancy, or any other legally protected characteristic. All employment decisions at RSNA are based on business needs, job requirements, and individual qualifications.
