Executive Administrator (to the Executive Director/Chief Executive Officer)
Please note: This is a full-time hybrid position based in the Kansas City metro area. The weekly schedule is 2 days in the office (Mondays and Tuesdays) and 3 days remote (Wednesday through Friday).
Organization Overview
The Society of Teachers of Family Medicine (STFM) is a 501(c)(6) professional association dedicated to advancing family medicine and improving health through a community of teachers and scholars. STFM provides resources, training, and advocacy to support health professionals at medical schools and residency programs in educating future family physicians. As an equal opportunity employer, diversity is a core value of the organization.
Position Overview
STFM is seeking a highly organized, proactive, and relationship-driven Executive Administrator to provide direct support to the Executive Director/Chief Executive Officer (CEO). This full-time role extends beyond traditional administrative support. The successful candidate will anticipate needs, manage competing priorities, and serve as a trusted liaison among staff, the Board of Directors (BOD), donors, and external partners. The position is central to the execution of executive activities, governance functions, and key Foundation programs.
Key Responsibilities
Executive Partnership
- Serve as a strategic partner to the Executive Director/CEO by anticipating needs, filtering priorities, and ensuring communication.
- Manage scheduling, correspondence, travel arrangements, and daily priorities.
- Draft, edit, and proofread communications and documents.
Board and Governance Support
- Coordinate logistics for BOD and Foundation Trustee meetings, both in-person and hybrid.
- Prepare agenda books, briefing materials, and minutes.
- Maintain governance documents and oversee committee selection processes.
Foundation Program Support
- Support donor relations, award coordination, and fundraising initiatives in collaboration with the Foundation Manager.
- Manage the donor database and ensure accurate tracking of contributions and correspondence.
- Coordinate logistics for fundraising and recognition programs.
Event and Meeting Leadership
- Plan and execute logistics for high-profile events, including conferences, BOD meetings, and Foundation fundraising activities.
- Partner with staff and venue personnel to ensure a professional attendee experience.
- Oversee hybrid and virtual event technology (Zoom, Google Suite, Microsoft Teams, breakout rooms, recordings).
Technology and Operations Support
- Leverage digital tools (Zoom, Google Suite, Confluence, Salesforce, Microsoft Office Suite) to improve efficiency and support daily operations.
- Maintain shared calendars, databases, and documentation for internal and external stakeholders.
- Identify opportunities to streamline workflows and enhance collaboration across teams.
Relationship and Culture
- Act as a liaison between the Executive Director/CEO, BOD, Trustees, staff, and donors, ensuring timely communication and follow-up.
- Foster a positive, professional, and inclusive culture aligned with STFM’s mission and values.
Reporting Structure
The Executive Administrator reports to the Executive Director/CEO. This role has no direct reports.
Location
STFM’s headquarters is in Leawood, Kansas. The organization offers an outstanding work environment, competitive nonprofit salary, and an excellent benefits package.
Qualifications
- Minimum 5 years’ experience as an executive assistant, administrator, or in a senior support role
- Strong organizational, project management, and multitasking abilities
- Excellent written, verbal, and interpersonal communication skills
- Experience with technology and collaboration tools
- Attention to detail, discretion, and ability to manage confidential information
- Flexibility to travel and work occasional evenings or weekends
- Proactive, self-directed, and adaptable to a dynamic environment
Education
- Associate’s degree in a related field required; bachelor’s degree preferred
Compensation and Benefits
- Salary commensurate with experience and aligned with similar positions in nonprofit associations of a comparable size
- Target hiring range: $50,000-$57,500 annually
- Positive, collaborative office environment with support for professional development
- Comprehensive benefits package, including health, dental, vision, and disability insurance, as well as a generous vacation benefit
Application Requirements
- Resume (with 3 references)
- Cover letter addressing interest in the role and qualifications as they relate to the required skills
Apply on Indeed:
https://www.indeed.com/job/executive-administrator-7b9d57f98face261
