Job Purpose: The Affiliate Society Administrator is responsible for ensuring seamless collaboration and communication between executive leadership and their designated Affiliate groups. This role involves planning, coordinating, and facilitating executive meetings, strategic initiatives, and projects. The Affiliate Society Administrator acts as a bridge to streamline operations and enhance organizational efficiency.

Key Responsibilities:

1. Leadership and management

· Provide strategic leadership in implementing the organization’s goals

· Ensure group’s compliance with all legal and regulatory requirements.

· Represent the executive leadership in interactions with stakeholders as directed

· Conduct research and analysis to support strategic decision-making.

· Develop and implement strategies to streamline executive operations and workflows.

· Identify opportunities for process improvement and operational efficiency.

· Monitor and evaluate the effectiveness of implemented processes.

2. Board Governance

· Collaborate with the CEO and the Board of Directors to set strategic direction, establish policies, and ensure effective governance.

· Serve as the primary liaison between the Group’s BOD and ASRM Leadership

· Implement annual elections

· Develop meeting agendas, coordinate presentations, and ensure follow-up on action items.

3. Program Development

· Oversee the design, implementation, and evaluation of programs and services that align with the organization’s mission and strategic goals.

· Coordinates with ASRM IT Department to ensure that group databases, websites and/or other required technical services meet the needs of assigned groups

· Coordinates with the ASRM Marketing Department regarding branding, social media, or other efforts related to promoting the group and/or its efforts.

· Collaborates with ASRM Education Department on an ongoing basis for program planning efforts

· Plan, organize, and facilitate executive meetings, retreats, and strategic planning sessions. Create and save minutes as needed.

· Facilitates the review process of contracts and agreements with group leadership and coordinates execution with the CEO/COO/CFO or other designated ASRM staff.

· Collaborate with Corporate Relations related to logistics for regional programming, symposiums, etc.

4. Communications

· Provide group-related data/reports to group leadership as needed

· Ensure clear and timely dissemination of information between executives, departments, and external partners.

· Draft, proofread, and edit executive communications, reports, and presentations.

· Build and maintain strong relationships with internal and external stakeholders.

· Facilitate collaboration and communication across departments and teams.

· Attends the ASRM Scientific Congress & Expo and assists in duties as assigned

· Other duties and responsibilities may be assigned by the COO or other chief executives

Qualifications:

· Bachelor’s degree required (relevant work experience and education may serve as a substitute)

· Proven experience (5+ years) in facilitation, project management, or executive support roles.

· Past website and database management preferred.

· Strong organizational and time-management skills.

· Excellent written and verbal communication skills.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

· Ability to multitask and prioritize tasks effectively.

· Strong attention to detail and problem-solving skills.

· Ability to work independently and as part of a team.

· Professional demeanor and appearance.

American Society for Reproductive Medicine - ASRM

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Affiliate Society Administrator