Executive Assistant/Governance

Who we are: 

The American Astronomical Society (AAS), established in 1899, is a major international organization of professional astronomers, astronomy educators, and amateur astronomers. Its membership of approximately 8,000 also includes physicists, geologists, engineers, and others whose interests lie within the broad spectrum of subjects now comprising astronomical sciences. The mission of the AAS is to enhance and share humanity’s scientific understanding of the universe as a diverse and inclusive astronomical community, which it achieves through publishing, meetings, science advocacy, education and outreach, and training and professional development. 

The position:  

The Executive Assistant provides organizational support to the Executive Officer and AAS Board of Directors for calendar management, administrative assistance, and board management. The Executive Assistant provides close executive administrative support to the Executive Officer in the areas of calendar management, meeting and document gathering and preparation. The position also provides Governance support to the Executive Officer and the Board of Directors through scheduling meetings, preparing board documents, and needed support to Board and Executive Officer.   

This is an in-office position. 

Qualifications: 

• Bachelor’s degree in a relevant field of study, or equivalent combination of education and experience.  

• Proven track record in executive support and governance.  

• Strong communication and interpersonal abilities.  

• Effective oral and written communication skills are required.  

• Strong time management and organizational skills are required.  

• Extensive experience with MS Office and other relevant tools is required.   

• Ability to focus on detail and exercise independent judgment.  

• Ability to work in a team environment and independently.  

• Ability to maintain information with the highest level of confidentiality.  

Responsibilities:   

Executive Assistant  

• Support the CEO.   

• Manage the CEO’s calendar, appointments, and travel arrangements.  

• Prepare documents, presentations, and reports for executive meetings.  

• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.  

• Maintaining comprehensive and accurate records.  

• Handle confidential information with discretion.  

Governance  

• Assist with meeting scheduling and preparation. 

• Prepare minutes and board actions.  

• Assist with prize nomination process and prize committee correspondence.  

• Assist Secretary as needed with other duties.  

• Creating meeting books for Board of Trustees (BoT) meetings.  

• Participating in weekly & monthly agenda planning meetings.  

• Assisting with creation and quality control of motions and surveys on BoardEffect.  

• Archiving & curating meeting materials and supplementary information on BoardEffect.  

• Scheduling virtual meetings (e.g., via Zoom) and notifying BoT members of meeting details.  

• Organizing and maintaining the BoT archives on BoardEffect such as reports, meeting books, minutes, policies, COI forms, etc.   

• Assist in board meetings, including agenda preparation, minutes, and follow-up actions.  

• Assist Divisions, Committees and other AAS (American Astronomical Society) entities. 

• Supporting planning and handling logistics for Strategic Assembly meetings.  

•  Provide Logistical Support to DPS (Division for Planetary Sciences) meetings at the AAS executive office.  

• Serve as liaison to the Agents Program