Administrative Assistant
Not Disclosed•Full-TimeHybrid
location_on1580, Washington Street, Polk Gulch, Nob Hill, San Francisco, California, 94109, United States
About Us
The American Academy of Ophthalmology (AAO) is the world's largest association of eye physicians and surgeons, dedicated to advancing the lifelong learning and professional interests of the ophthalmic community. Our Annual Meeting is one of the largest medical gatherings in the U.S., drawing attendees from around the globe.
About the Role
The Administrative Assistant is a vital member of the Membership & Alliances Division, serving as a strategic partner to the Vice President of Membership and Alliances and division managers. This role exists to ensure seamless daily operations that directly support key membership recruitment, retention, and engagement initiatives. From coordinating high-level division communications and meetings to managing critical data and budgets, you will play an essential part in advancing the AAO's mission and strengthening our global membership community.
Work Environment
This position operates on a hybrid schedule, requiring three days in-office each week at our San Francisco headquarters. The role also involves travel requirements of approximately 7–10 days annually to staff the AAO Annual Meeting.
Application Instructions
For full consideration, please include a cover letter with your resume.
Work location
Work model: Hybrid
1580, Washington Street, Polk Gulch, Nob Hill, San Francisco, California, 94109, United States
San Francisco, California
Key Responsibilities
- check_circleProvide executive-level administrative assistance to the Vice President and division leadership
- check_circleMaintain organized filing systems for documents, program materials, and contracts
- check_circleTrack and reconcile division budget items and prepare budget reports
- check_circleLead logistics for the AAO Annual Meeting including onsite orders and division events
- check_circleCoordinate the annual committee nomination process and support volunteer recognition programs
- check_circleMaintain and update member records to ensure accuracy and completeness
- check_circleManage tracking spreadsheets for division metrics and deliverables
- check_circleCoordinate division calendars, travel arrangements, and office supply needs
Requirements
- verified2+ years administrative experience supporting executive and director level leadership
- verifiedMinimum of two years of college or formal post-secondary training required
- verifiedBachelor's degree preferred
- verifiedProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual platforms (Zoom, Teams)
- verifiedExperience with membership databases or association management systems (AMS) preferred
- verifiedTravel required (~7–10 days annually)
- verifiedHybrid work schedule (60% in office)
- verifiedCover letter required with resume
Nice to Have
Bachelor's degree. Experience with membership databases or association management systems (AMS).
Benefits & Perks
check_circlePaid time offcheck_circleGenerous retirement plan contribution
Similar Job Opportunities
Skills, education and keywords
Skills: Microsoft Office, Word, Excel, Powerpoint, Outlook, Zoom, Teams, Association Management Systems, Ams.
Education: Bachelor's degree preferred.
Frequently asked questions about Administrative Assistant at American Academy of Ophthalmology
What does a Administrative Assistant at American Academy of Ophthalmology do?expand_more
In this Administrative Assistant at American Academy of Ophthalmology role, you will provide executive-level administrative assistance to the vice president and division leadership; maintain organized filing systems for documents, program materials, and contracts; track and reconcile division budget items and prepare budget reports; and lead logistics for the aao annual meeting including onsite orders and division events.
What are the requirements for this Administrative Assistant role?expand_more
To qualify for the Administrative Assistant at American Academy of Ophthalmology position, applicants should have: 2+ years administrative experience supporting executive and director level leadership; Minimum of two years of college or formal post-secondary training required; Bachelor's degree preferred; Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual platforms (Zoom, Teams); Experience with membership databases or association management systems (AMS) preferred; and Travel required (~7–10 days annually).
Where is the Administrative Assistant role at American Academy of Ophthalmology located?expand_more
Administrative Assistant at American Academy of Ophthalmology is based in 1580, Washington Street, Polk Gulch, Nob Hill, San Francisco, California, 94109, United States. This is a hybrid role.
Is this Administrative Assistant job remote, hybrid, or on-site?expand_more
American Academy of Ophthalmology has listed this Administrative Assistant role as hybrid.
How much experience is required for this Administrative Assistant role?expand_more
Administrative Assistant at American Academy of Ophthalmology typically requires 2+ years of relevant experience at the mid level level.
What skills do you need for the Administrative Assistant role at American Academy of Ophthalmology?expand_more
Key skills for Administrative Assistant at American Academy of Ophthalmology include Microsoft Office; Word; Excel; Powerpoint; Outlook; Zoom; Teams; and Association Management Systems.
What education is required for Administrative Assistant at American Academy of Ophthalmology?expand_more
Educational requirements for this role: Bachelor's degree preferred.
What category does the Administrative Assistant role belong to?expand_more
Administrative Assistant at American Academy of Ophthalmology is part of the admin job category on Recrutus.
About American Academy of Ophthalmology
The American Academy of Ophthalmology, headquartered in San Francisco, CA, operates as a prominent non-profit organization within the healthcare sector. As the largest association of ophthalmologists globally, the group represents over 32,000 eye physicians and surgeons. The organization serves medical professionals across diverse subspecialties, including retina, glaucoma, cornea, cataract, and refractive surgery, providing a unified platform for the eye care community.
A central function of the American Academy of Ophthalmology involves delivering high-level continuing medical education, clinical training, and access to the latest advancements in eye care. Through initiatives such as the AAO Annual Meeting and specialized clinical resources, the entity ensures that eye care professionals remain current with patient care standards and medical innovation. These educational offerings support practitioners in maintaining the highest quality of service for their patients.
Beyond education, the organization sets benchmarks for ophthalmic training and advocates for both patients and the public. Its mission focuses on advancing the delivery of high-quality vision care on a worldwide scale. By fostering collaboration and knowledge sharing among its members, the American Academy of Ophthalmology contributes significantly to the global improvement of vision health outcomes.
Browse more roles: All American Academy of Ophthalmology jobs, admin jobs on Recrutus.