Communications and Marketing Administrative, Governance Support Specialist

This is a hybrid position requiring in-office presence on Tuesday and Wednesday of each week. The AOA office is located in the Streeterville/Mag Mile area of downtown Chicago, IL.

Job Summary

The Administrative Specialist, Communications Marketing and Board Governance Support provides high-level support to the Vice President, Communications and Marketing, serving as a trusted partner in advancing the department’s strategic goals. This role manages executive operations, strengthens Board and stakeholder engagement, and ensures effective coordination across the Communications and Marketing team and with external partners.

The successful candidate is a proactive, tech-savvy professional who thrives in a fast-paced environment, anticipates needs before they arise, and brings precision, discretion and innovation to the Communications and Marketing Department.

Essential Functions

Executive Operations

• Manage the Vice President’s calendar, communications, and priorities to align with the department’s strategic goals.
• Liaise with Board members, external organizations, partners and stakeholders on behalf of the Vice President.
• Coordinate travel, meeting logistics and expense reporting.

Board & Governance Support

• Plan and organize Communications and Marketing meetings with the Board of Directors and team meetings, including agenda preparation, minutes, reports and follow-up on action items.
• Maintain corporate documents, official records and filings in compliance with AOA policies and nonprofit governance requirements.
• Liaise with Board and committee members, ensuring timely communication and a professional experience.

Operations & Organization

• Coordinate internal staff meetings, retreats, and team-building sessions, ensuring clear agendas, timely documentation, and actionable follow-up.
• Manage finance workflows including invoice processing, vendor coordination, contract management with Finance/Legal, and expense reconciliation.
• Oversee department mail, office logistics, supply ordering, and document management to keep daily operations running smoothly.
• Maintain organized digital and physical filing systems, ensuring compliance with document retention policies and easy access to information.
• Coordinate Communications and Marketing team logistics, shipments, and onsite support for major AOA events, including OMED and the House of Delegates.
• Serve as the point person for operational problem-solving, helping the team stay efficient and focused.

Analytics & Reporting

• Collect, track, and synthesize key organizational data including Google Analytics, KPIs and departmental performance measures.
• Prepare concise dashboards and reports to support Vice President decision-making.

Additional Responsibilities

• Partner with the Vice President on special projects, including emerging initiatives that strengthen Communication and Marketing innovation culture and advance the department’s strategic priorities.
• Other duties as assigned.

Minimum Qualifications

Education: Bachelor’s degree preferred

Certification: PMP or other certifications a plus.

Experience: 5-7 years in an executive assistant, administrative, or project management role; previous work Board of Directors/decision making body.

Technical Skills:

• Advanced proficiency in Microsoft Office 365 Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint/OneDrive) and strong skills with project management tools (e.g., Asana, Monday.com, Jira).

• Working knowledge of Salesforce/Fonteva, Google Workspace, scheduling and document-signing platforms, survey tools, financial/expense systems, online travel booking, analytics platforms (including Google Analytics), generative AI tools, virtual meeting software (Zoom), and basic website/CMS editing (e.g., WordPress, Squarespace).

Additional Skills:

• Strong organizational and time management skills with the ability to manage competing priorities.
• Exceptional written and verbal communication skills, particularly in support of Board governance and executive reporting.
• Proven discretion and ability to handle confidential and sensitive information.
• Detail-oriented with a solution-focused mindset and capacity to stay a step ahead.

Working Environment & Requirements

• Hybrid position: 2 in-office days weekly in Chicago, IL.
• Ability to lift/move up to 25 lbs. and manage event logistics as needed.
• Extended hours may be required during major meetings or deadlines.

This is a non-exempt position.

Salary: $28.85/hr - $31.25/hr

The AOA offers the following benefits:

Medical, Dental , Vision, FSA/HSA

Life and AD&D

Long and Short-term Disability

Commuter Benefits

401(k) with match

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

American Osteopathic Association is unable to sponsor work visas at this time.