Administrative Assistant

The Administrative Assistant provides administrative support to the organization’s Chief Programmatic Officer, Chief Medical Officer, and Chief Policy and Government Relations Officer and the work of their respective teams.

Job Title: Administrative Assistant

Position Location: Remote

Start date: By October 15, 2024

Salary: $52,000-$55,000

Grant Funding: This is a grant-funded position and funding is available through September 2025; subsequent years of funding for this position are not guaranteed and are contingent on available grant funds.

• Provide general administrative support to the organization’s Chiefs as listed above, including management of calendars and appointments, preparing documents, assisting with the creation of presentations, scheduling virtual meetings, assisting with travel arrangements, and processing credit card reconciliation reports and reimbursement requests.
• Oversee the organization of team share point files.
• Coordinate and schedule meetings and conference calls.
• Record meeting minutes and coordinate action items.
• Review and maintain written and electronic files; perform data entry as needed.
• Assist with the preparation of regular departmental reports.
• Assist with coordinating in-person conference meetings and workshops.
• Assist with departmental budget activities, including accounting.
• Assist in answering emails and phone calls and directing to the appropriate staff.
• Assist with a variety of the organization’s projects and processes as needed.

• High school diploma or GED; bachelor’s degree preferred
• 1-2 years of relevant administrative support experience (either hybrid/remote/in-person)
• Strong Microsoft Office and virtual meeting (e.g., Teams and Zoom) skills
• Strong written and verbal communication skills
• Experience with meeting and conference planning/coordination preferred
• Experience working in public health preferred
• Must be available to work during east coast work hours Monday through Friday (9 am-5 pm ET)

• Ability to work remotely
• Excellent time management skills and the ability to prioritize work
• Good planning and organizational skills with the ability to multi-task
• Ability to work independently as well as a team player
• Attention to detail with a high level of accuracy and confidentiality
• Ability to maintain a professional online appearance and manner
• Ability to contend with a wide variety of people on various issues
• Ability to handle frequent interruptions from AIM staff
• Ability to travel to in-person AIM meetings/conference as needed (one to two times per year, on average)

• Generous time off through vacation, sick leave, holidays, and extended winter break office closure
• Medical, dental, and vision insurance – AIM pays the monthly premium for full-time staff
• Life, short-term and long-term disability insurance – AIM pays the monthly premium for full-time staff
• A generous retirement plan – after two months of employment, AIM contributes 11.75% of your salary, fully vested

Interested candidates should send a cover letter and resume to the Association of Immunization Managers (AIM) at [email protected]. Please state “Administrative Assistant” in the subject line of the email. No phone calls please.

The Association of Immunization Managers (AIM) is the only professional public health association for all federally funded immunization program managers in the United States. Founded in 1999, AIM is a nonprofit, tax-exempt organization that enables immunization program managers to work together to effectively prevent and control vaccine-preventable diseases and improve immunization coverage in the U.S.; promotes adequate and efficient allocation of resources to immunization efforts; promotes development and implementation of sound immunization policies and programs; and provides a forum for development and dissemination of information among its members.