Manager, Executive Office Operations

Career Opportunities with Drug Information Association Inc

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DIA is a global healthcare association that mobilizes life science professionals from across all areas of expertise to engage with patients, peers, and thought leaders in a neutral environment on the issues of today and the possibilities of tomorrow. We envision a world where powerful health interventions and health-management tools are rapidly discovered, developed, approved, and made accessible to all.

It is an exciting time to join DIA as we lead the life sciences industry into the future of truly global and digitally enabled knowledge sharing and creation. By joining DIA, you join our mission to drive better health solutions for patients and stay at the forefront of the healthcare revolution.
Candidates must live within commuting distance of the DIA Washington, DC office.

We are seeking a Manager, Executive Office Operations to provide support to the President & CEO of DIA, in addition to being the staff contact for the DIA Board of Directors. This person will also provide office administration for DIA's Washington, DC office as well as ad-hoc support for special DIA initiatives.

Join us in our important mission to drive healthcare innovation and raise the level of health and well-being worldwide! As the Manager, Executive Office Operations, you will:

• Administrative support to the CEO
  • Proactively manage the CEO calendar in such a way as to optimize the CEOs availability for staff, Board, and outside contacts while ensuring efficient use of her/his time.
  • Arrange internal team and 1x1 meetings, including agendas, where required.
  • Participate in, and minute, leadership team meetings.
  • Arrange face-to-face and virtual meetings and events with local and international VIP’s, such as, embassies, Biotech CEO’s, trade organizations, FDA, etc.
  • Organize special events, such as CEO Round tables or summits, as necessary.
  • Assist CEO with dissemination of information to an international audience confidentially, professionally, appropriately, and with cultural sensitivity.
  • Organize travel arrangements for the CEO; assist with expense reports.
  • Develop and maintain relationships with local vendors such as restaurants, hotels, etc.
• Coordination of and support for all Board of Directors’ and Committee meetings and ancillary activities
  • Create and manage the calendar of events and agendas for all Board and Standing and Ad-hoc Committee meetings.
    • Schedule meetings including arranging venues and all logistics for F2F meetings.
    • Ensure appropriate Board and staff attendance requirements are met.
    • Minute all formal meetings.
    • Assist Board members and Advisors with travel arrangements as necessary.
    • Travel to meet locales as necessary.
  • Schedule group social activities as necessary.
  • Lease directly with Board members as necessary to arrange meetings between them and key DIA stakeholders.
• Management of DIA’s governance process and document repository
  • Organize the annual Board succession, nominations, and election processes.
  • Organize and maintain all formal governance documentation, including regular updates to the Board Handbook, Committee Charters, Orientation materials, Code of Conduct, Bylaws, etc.
• Office administration for DIA’s Washington, DC office.
  • Maintain Notary Public credentials and perform such services for DIA.
  • Liaise with building property manager on facility matters as necessary.
  • Monitor mail and disseminate as appropriate; deposit checks when received.
  • Order and stock beverages and snacks periodically for office staff.
  • Trouble shoot office equipment issues with IT Department as necessary.
    
    Help organize team events.
  • Develop and maintain professional relationships with local vendors such as restaurants, hotels, etc.

Employment Type: Full-time exempt, salary range $80,000.00 - $95,000.00. Various factors are taken into account when determining the final pay for a position. These factors include, but are not limited to, relevant work experience, skills, certifications, competencies aligned with the role, educational background, internal equity, and external market analysis.

To join us you should have:

• Minimum of 7 years work experience with executive-level leaders.
• Experience with board governance practices in an international association.
• Minimum of 3 years’ experience planning and executing events required, with a preference given to those with international experience.
• Expertise in relevant systems and software; excellent MS Office and database skills.
• Self-motivated and able to set, track and meet deadlines for multiple projects and coordinate the efforts of others to deliver high-quality results.
• Highly organized and detail-oriented with excellent follow-through and communication with all stakeholders – internal and external.
• Effective written, verbal, interpersonal communication, and…