Executive Office & Board Relations Assistant
American Optometric Association, Saint Louis, MO, United States
Description
Responsibilities
Executive Support (CIO-Focused)
Manage the CIO's calendar, meetings, travel, and related logistics across Outlook and Teams
Prepare meeting materials and 'prep packets', ensuring the CIO is equipped with context, goals, and decision points
Maintain a real-time CIO action register and drive follow-up closure daily
Draft travel and meeting agendas and coordinate communications, correspondence, and sensitive routing with strict confidentiality
IT&D Administrative Operations
Serve as the central routing point for IT&D administrative tasks, ensuring work moves to the correct leaders and stays on track
Provide administrative support to multiple IT&D leaders as needed
Maintain organized digital filing systems (SharePoint/OneDrive) with disciplined version control
Manage IT&D's internal process calendar (people processes, operational deadlines) and publish clear communications on what is due, by when, and by whom
Maintain a concise library of IT&D admin resources (templates, job descriptions, vendor artifacts, process notes)
Publish IT&D-wide communications regarding processes and deadlines including what is due and when, where it lives, and who owns next step
Procurement & Vendor Administration
Administer purchase order workflows end-to-end, including approvals, submission, routing, and payment documentation
Partner with Accounts Payable on invoice processing, PO matching, and approval tracking
Maintain vendor agreements, renewal awareness, and key metadata; support vendor onboarding tasks (W-9s, contacts, billing setup)
Manage a vendor tracker with ownership, coding, renewals, and status updates
Support security-related procurement where the CIO is an approver, ensuring proper routing and documentation
Assist with expense reconciliation (coding clarifications, approval back-up) and supporting documentation when assigned
Staffing & HR Coordination
Coordinate proactively with HR to align hiring needs, staffing plans, and onboarding timelines to ensure seamless support for executive priorities and manage interview logistics accordingly
Communications, Documentation & Meeting Support
Draft internal communications, memos, and departmental reports (status updates, procurement summaries, meeting recaps) as requested
Capture decisions, action items, owners, and deadlines for CIO and IT&D meetings; uphold meeting hygiene (agendas, clarity of decisions, action tracking)
Ensure sensitive documents are handled and stored appropriately with disciplined access control
Requirements
Bachelor's degree required
Proven experience supporting senior executives in a high-trust, fast-paced environment
Strong written and verbal communication skills
Excellent organizational and time management skills
Ability to handle sensitive information with discretion and professionalism
Demonstrated ability to manage repeatable workflows such as approvals, deadlines, hiring logistics, and procurement processes with consistent, high-quality documentation
Comfortable engaging with internal stakeholders and external vendors, including confident follow-up and escalation when needed
Proficiency with Microsoft 365: Outlook, Teams, OneDrive/SharePoint, Word, Excel, PowerPoint
Scheduling and meeting operations in Teams (links, dial-in details, recordings when requested, attendee logistics)
Finance/procurement workflow tooling used by the company (PO creation, approval routing, invoice support)
Hiring workflow tooling used by the company (job posting coordination, candidate scheduling and routing)
Benefits
Comprehensive compensation and healthcare packages, including medical, dental, vision, and life insurance products
401(k) plan with employer match
Competitive paid time off: vacation, personal time, holidays, and winter break
Company sponsored volunteer & community outreach opportunities
Organizational growth potential through our company sponsored online learning platform
#J-18808-Ljbffr
Manage the CIO's calendar, meetings, travel, and related logistics across Outlook and Teams
Prepare meeting materials and 'prep packets', ensuring the CIO is equipped with context, goals, and decision points
Maintain a real-time CIO action register and drive follow-up closure daily
Draft travel and meeting agendas and coordinate communications, correspondence, and sensitive routing with strict confidentiality
IT&D Administrative Operations
Serve as the central routing point for IT&D administrative tasks, ensuring work moves to the correct leaders and stays on track
Provide administrative support to multiple IT&D leaders as needed
Maintain organized digital filing systems (SharePoint/OneDrive) with disciplined version control
Manage IT&D's internal process calendar (people processes, operational deadlines) and publish clear communications on what is due, by when, and by whom
Maintain a concise library of IT&D admin resources (templates, job descriptions, vendor artifacts, process notes)
Publish IT&D-wide communications regarding processes and deadlines including what is due and when, where it lives, and who owns next step
Procurement & Vendor Administration
Administer purchase order workflows end-to-end, including approvals, submission, routing, and payment documentation
Partner with Accounts Payable on invoice processing, PO matching, and approval tracking
Maintain vendor agreements, renewal awareness, and key metadata; support vendor onboarding tasks (W-9s, contacts, billing setup)
Manage a vendor tracker with ownership, coding, renewals, and status updates
Support security-related procurement where the CIO is an approver, ensuring proper routing and documentation
Assist with expense reconciliation (coding clarifications, approval back-up) and supporting documentation when assigned
Staffing & HR Coordination
Coordinate proactively with HR to align hiring needs, staffing plans, and onboarding timelines to ensure seamless support for executive priorities and manage interview logistics accordingly
Communications, Documentation & Meeting Support
Draft internal communications, memos, and departmental reports (status updates, procurement summaries, meeting recaps) as requested
Capture decisions, action items, owners, and deadlines for CIO and IT&D meetings; uphold meeting hygiene (agendas, clarity of decisions, action tracking)
Ensure sensitive documents are handled and stored appropriately with disciplined access control
Requirements
Bachelor's degree required
Proven experience supporting senior executives in a high-trust, fast-paced environment
Strong written and verbal communication skills
Excellent organizational and time management skills
Ability to handle sensitive information with discretion and professionalism
Demonstrated ability to manage repeatable workflows such as approvals, deadlines, hiring logistics, and procurement processes with consistent, high-quality documentation
Comfortable engaging with internal stakeholders and external vendors, including confident follow-up and escalation when needed
Proficiency with Microsoft 365: Outlook, Teams, OneDrive/SharePoint, Word, Excel, PowerPoint
Scheduling and meeting operations in Teams (links, dial-in details, recordings when requested, attendee logistics)
Finance/procurement workflow tooling used by the company (PO creation, approval routing, invoice support)
Hiring workflow tooling used by the company (job posting coordination, candidate scheduling and routing)
Benefits
Comprehensive compensation and healthcare packages, including medical, dental, vision, and life insurance products
401(k) plan with employer match
Competitive paid time off: vacation, personal time, holidays, and winter break
Company sponsored volunteer & community outreach opportunities
Organizational growth potential through our company sponsored online learning platform
#J-18808-Ljbffr