Executive Coordinator

Executive Coordinator for the Chief of Staff

As the world's largest organization of board-certified pathologists and leading provider of laboratory accreditation and proficiency testing programs, the College of American Pathologists (CAP) serves patients, pathologists, and the public by fostering and advocating excellence in the practice of pathology and laboratory medicine worldwide.

CAP employees make a meaningful difference by partnering with colleagues, customers, and members on challenging and rewarding work. CAP provides its employees with an energetic and collaborative work environment and encourages opportunities to further develop their skills—offering reimbursement for educational programs and participation in events that enhance your skills. We offer a generous compensation and benefits package, 401K, and more.

The Executive Coordinator for the Chief of Staff is responsible for:

• Coordinating projects/activities and providing administrative support to the Senior Vice President, Chief of Staff (SVP/CoS) and Vice President, Deputy Chief of Staff (VP/DCoS)
• Coordinating logistical arrangements for SVP/CoS and VP/DCoS to execute member and staff meetings/events.
• Coordinating the Board and officers' logistical preparation for events including the annual meeting.
• Effective communication with stakeholders, including senior member and staff leadership.

Primary duties and responsibilities include:

• Coordinates projects/activities and provides administrative support to the SVP/CoS and VP/DCoS
• Provides SVP/CoS administrative support and project coordination/research.
• Coordinates SVP/COS leadership and reporting unit (RU) meetings, including all RU staff, RU leadership, and other RU meetings.
• Coordinates Executive Operations (EXOP) staff meeting.
• Manages meeting logistics for the Compensation Committee, Board of Governors, Executive Committee, New Board Orientation, New Chair Orientation, and other committees of the Board.
• Works with the Meeting Planning to coordinate meeting specifications including venue, food, beverage and other details.
• Researches and plans group dinners.
• Ensures all necessary logistical information for meetings are communicated to and coordinated with appropriate RU staff.
• Prepares and distributes pre-meeting logistical information for staff, members and guests.
• Support events including Resident Forum Spring and Fall sessions, House of Delegates Spring and Fall sessions, Residents Forum Executive Committee, House of Delegates Steering Committee, and other events as assigned, eg webinars, receptions, etc.
• Coordinates the logistics for other RU department events including the President's Appreciation and President's Honors programs, committee staff sessions, annual meeting events, and RU celebrations.
• Coordinates on-site meeting scheduling, reserving rooms, AV and web conferencing, ordering, set up and clearing of food.
• Provides follow up for all meetings/events and distributes any post-event/meeting materials as needed.
• Provides administrative support to the CAP officers and Board members in relation to their CAP duties to help to ensure alignment with the CEO, CAP Officers, Board of Governors, Executive Operations Team, and other groups as needed.
• Creates detailed schedules and resource materials for large meetings.
• Manages officer support calendar and inbox ensuring accurate and relevant information is included in calendar and correspondence has been addressed.
• Maintains and updates board partner list, W-9 forms, ACH forms, and office expense forms.
• Supports speaking engagements for the CAP Officers and designees for the Grand Rounds, State Pathology, and other identified meetings by providing the requestors with the needed files/information.
• Coordinates the Key committee calendar planning process on an annual basis, maintains timelines and distributes to the appropriate departments/Councils.
• Coordinates the administration of the electronic President Signature on documentation, finalize documents, and distribute accordingly.
• Coordinates logistics for incoming and outgoing officers and Board members (awards, plaques, pins/collars, stationery, business cards, email changes, etc)
• Coordinates the member…