Executive Assistant

About us

The American Health Information Management Association (AHIMA) is a global nonprofit, membership association for health professionals involved in the health information management needed to deliver quality health care to the public. We do this by providing education, certification, professional development, and advocacy. We have more than 60,000 members and credential more than 100,000 AHIMA health information professionals.

In our mission to empower people to impact health, our core values guide our business and our actions.

We have integrity in our work and relationships. Our passion for doing the right thing and sharing knowledge and resources makes us trustworthy, credible, and accountable leaders.

We act boldly with intention. We go after big ideas and big challenges with purpose because we recognize the influence and impact our work on people's health, safety, and well-being.

We are inclusive so that humans are at the center of everything we do. We see the whole person and respect the inherent dignity of every human. We make space for different voices and opinions to help us get the best results.

Diversity and equal opportunity

AHIMA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to gender, gender identity, race, color, religious creed, national origin, age, sexual orientation, physical or mental health disability, or protected veteran status.

At AHIMA, we come to work every day to help make healthcare better through the trusted use of health information - from the operating room to a smartwatch - no matter when or where it is accessed.

What does this role do at AHIMA?

This role provides high-level executive administrative support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO), while also serving as a key project management partner to the Human Resources (HR) Department. The position requires a proactive, highly organized individual who can anticipate needs, manage complex schedules and priorities, and ensure seamless communication and coordination across multiple departments. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional discretion, and brings strong project management capabilities to support both executive leadership and HR initiatives.

Position Responsibilities:

Executive Support - CEO & CFO:

• Preparing correspondence, presentations, meeting materials, and minutes for executive meetings, internal teams, and organizational events.
• Coordinating all aspects of AHIMA Connect and other staff meetings, including scheduling, agenda development, and preparation of presentation materials.
• Managing daily schedules, travel arrangements, and expense reporting for the executives.
• Overseeing special projects and ensuring timely progress and completion.
• Communicating key issues, updates, and information in a clear, concise, and well-organized manner to support informed decision-making.
• Handling confidential and sensitive information with the highest level of discretion and professionalism.

Human Resources Project Management Support:

• Managing organizational resources such as staff organization charts, internal directories, birthday and anniversary lists, and employee life‑event acknowledgments.
• Providing project management support for HR projects such as staff events, employee training, surveys, annual compliance reporting, etc.
• Collaborating with HR to maintain and enhance AHIMA's SharePoint site, ensuring employee communications, resources, and information remain accurate, accessible, and well-organized.
• Maintaining confidentiality and exercising sound judgement when handling sensitive information.

Knowledge and skill requirements

• Minimum of five years of executive-level administrative support.

• Demonstrated ability to multi-task and drive projects from inception to completion.
• Strong organizational and time management skills with exceptional attention to detail.

• Excellent project management skills and experience managing projects with internal and external stakeholders.

• Fluent in Microsoft Office Suite, and Microsoft Teams
• Ability to maintain strict confidentiality and handle sensitive information appropriately.

• Excellent verbal/written communication, listening skills, and the ability to communicate with executive level positions.