Administrative, Clerical, Support, Health, Project Management/Program Development
4 Year Degree
Title: Administrative Assistant
Classification: Full-time, Exempt
Reports to: ISTH Board and Committee Manager
Leadership Support to: ISTH Council and Executive Committee, Publications Committee, Lectures and Awards Committee, Ethics Committee, Governance Committee, Nominating Committee, Early Career Committee, Nurses Committee, European Thrombosis and Hemostasis Alliance, Other Committees or Task Forces as assigned
The International Society on Thrombosis and Haemostasis (ISTH) is a dynamic global medical/scientific professional society in the field of bleeding and clotting disorders. As we expand our work and impact, we are seeking a talented professional to manage several programmatic committees and related activities of the Society. The goals of these programmatic efforts are to support key scientific committees and to create clinical practice guidelines (CPGs) that ultimately lead to improved care and positive outcomes for patients with blood disorders.
This role is an exciting opportunity with a mission-driven organization in an international work environment and offers the opportunity to play a critical implementation role in the growth and development of the Society. The successful candidate must embody ISTH’s core values, be culturally sensitive, have a polished and professional demeanor, diplomatic personality, and the desire to learn more about working in association management and with volunteer leaders.
Further details about the Society, along with our efforts and focus, can be found at the end of this job announcement.
The Administrative Assistant is new position at ISTH, and the role will serve as a key member of the headquarters team responsible for providing day-to-day administrative support to a variety of Society Committees, Task Forces, and leadership in order to achieve highest committee efficiency and create a positive volunteer experience. Under the guidance and support of the ISTH Board and Committee Manager, the Administrative Assistant will lead the daily work and planning for the ISTH Committees and Task Forces. The position works cross-departmentally to support the success of their own and other Society projects as necessary.
The successful candidate has an interest in organizing and responding to professional volunteers, and ideally a professional background working in a scientific or medical setting or with professional associations. The position requires strong attention to detail, along with strong cross-cultural and cross-functional relationship building. The role works independently within defined schedules to accomplish a variety of complex activities but also routine day to day tasks. With exceptional project support, written and verbal communication and organizational skills, the position requires strong attention to detail and relationship building with a position of high visibility to ISTH volunteer leadership.
Provide the proactive day-to-day support to the work of the above ISTH Committees and Ad hoc Task Forces by supporting the relevant initiatives, programs and activities as needed through effective project coordination, proactive recommendations, correspondence, scheduling, keeping minutes, creating reports, and providing information
Assist with planning and executing the logistics, under the supervision of the Board and Committees Manager, invitations/communication, as well as compilation of agendas and board books for the ISTH Council, Executive and other committee and task force meetings and conference calls. Includes coordination of travel arrangements and processing related expense reimbursements
Responsible for detailed minute taking at Council, Executive Committee and assigned committee and task force meetings (includes attendance at ISTH meetings in person or via conference calls, occasionally on weekends/outside of normal business hours and/or requiring travel)
Meticulous maintenance of digital and paper records
Support the administration of critical Society programs and activities under the supervision of the Board and Committees Manager and in close cooperation with the respective Committee/Task Force Chairs and Vice-Chairs
(1) the nominations and selection/elections process of Council Members, Society President-elect, Treasurer and Secretary General (Nominating Committee) and Editors (Publications Committee)
(2) the Society’s awards selection and recognition process (Congress Chairs and Lectures and Awards Committee)
(3) the Committee membership rotation process (Society President-Elect, Committee Chairs)
Coordinate the development and distribution of the regular written Leadership Updates
Manage the Society’s Board Portal and coordinate collection of Conflict of Interest Disclosures for all Society volunteers
Provide support to other committees, task forces and/or ad hoc special projects as they arise, as designated by the Board and Committees Manager
Supervise the Early Career Lounge at ISTH Congresses, acting as a point of contact for early career delegates and ensuring proper upkeep of the room
Makes updates to the website as needed
Perform other duties as assigned
Skills, Abilities, and Knowledge Required:
Value and embody ISTH’s internal core values of fun and recognition, collaboration, trust, communication, respect and progress
Self-motivated, well-organized, and ability to self-initiate tasks, take responsibility for own work and projects,and is solutions-focused
Outstanding organizational, time management, logistical, and planning skills. Proven ability to prioritize and attend to multiple assignments
Accuracy and attention to detail is essential
Communicate with and collaborate respectfully and in a culturally sensitive way with high-level professionals including volunteer leadership, members, industry professionals and stakeholders from around the world
Strong team player, flexible, enthusiastic with sound judgement and maturity
Interest and ability to acquire knowledge of and be able to contribute to Society and Committee activities, as well as work with volunteers to ensure that programs stay on track and goals are met
Familiarity with and ability to apply ISTH rules and procedures
Excellent written and verbal communication skills
Proficient in Microsoft Outlook, Word, Excel, Power Point
Experience with Association Management Software and project management software/databases is a strong plus
Work in a fast paced, team-oriented environment
Strong multicultural sensitivity
Bi- or multi-linguality is a plus
Ability and willingness to occasionally travel domestically and internationally if needed
Willingness to work on weekends if necessary (approx. 2 – 3x per year)
Bachelor’s degree or the equivalent combination of education, training and experience from which comparable skills can be acquired
Minimum of 2 years of professional experience in a similar role and track record in project or program coordination, ideally in a scientific/medical/academic and international environment
This position is primarily sedentary, however, may require some bending and lifting
Will require international travel up to two (2) times a year to attend meetings
This position is located in the Carrboro, North Carolina office
Full-time, exempt position (40 hours/week)
ISTH offers competitive salaries based on the experience and skills of employees. Additionally, ISTH provides a comprehensive benefits package that includes medical, dental, vision, 403b match, ancillary benefits, access to Flexible Spending Accounts, and generous leave benefits.
Please apply uploading your resume, cover letter and salary requirements HERE.
Only competitive candidates will be contacted and invited to participate in the selection process. No phone calls please.
About the Society:
The International Society on Thrombosis and Haemostasis (ISTH) is a global not-for-profit membership organization advancing the understanding, prevention, diagnosis and treatment of thrombotic and bleeding disorders. The Society is dedicated to transformative scientific discoveries and clinical practices, the development of young professionals and the education of physicians, scientists and allied health professionals wherever they may live. At the ISTH, we initiate and promote education and outreach initiatives, research activities, scientific meetings, peer-reviewed publications, expert committees and the development of standards allowing a common language and approach to basic and clinical science all over the world. The ISTH also operates the World Thrombosis Day (WTD) (worldthrombosisday.org) campaign, a movement that focuses attention on the often overlooked and misunderstood condition of thrombosis. With thousands of educational events in countries around the world, WTD and its partners place a global spotlight on thrombosis as an urgent and growing health problem. Our Society currently serves 5,000 members in 94 countries and is based in Carrboro, North Carolina, near the University of North Carolina-Chapel Hill campus.
ISTH’s global annual congresses bring together an average of 8,000 physicians and scientists, as well as on average 80 exhibitors and sponsors from around the world, making it the largest and scientifically foremost meeting in the field of thrombosis and hemostasis.
Internal Number: ISTH
About International Society on Thrombosis and Haemostasis
The mission of the International Society on Thrombosis and Haemostasis (ISTH) is to advance the understanding, prevention, diagnosis and treatment of thrombotic and bleeding disorders.
We are dedicated to transformative scientific discoveries and clinical practices, the development of young professionals and the education of physicians, scientists and allied health professionals wherever they may live.
At the ISTH, we initiate and promote education and outreach initiatives, research activities, scientific meetings, peer-reviewed publications, expert committees and the development of standards allowing a common language and approach to basic and clinical science all over the world.
We have over 3,800 members in more than 93 countries.