Executive Assistant & Association Project Coordinator

Overview

Part-time, Remote (20 hours per week), Flexible schedule with a minimum of 4 hours coverage Monday through Friday during Eastern business hours.

The Executive Assistant & Association Project Coordinator acts as a key partner to the Executive Director, offering high-level executive support while tracking association-wide projects, education initiatives, and outreach efforts that promote FSPHP’s mission.

About FSPHP

The Federation of State Physician Health Programs (FSPHP) is a 501(c)(3) membership association representing physician and health professional health programs across the U.S. FSPHP’s mission is to support these programs in improving the health and well-being of medical professionals, thereby contributing to quality patient care.

The Executive Assistant & Association Project Coordinator serves as a key partner to the Executive Director, providing high-level executive support while coordinating association-wide projects and outreach efforts. This role manages the Executive Director’s calendar and priorities, tracks key organizational timelines, and supports FSPHP’s visibility through education and outreach. The position is ideal for someone who enjoys organizing complex information, working virtually with a small team, and contributing to a mission-driven healthcare organization.

More detailed information about the role and current projects will be provided to candidates who advance in the hiring process.

• Manage the Executive Director’s calendar, inbox, travel logistics, and expense documentation, ensuring alignment with organizational priorities and deadlines.
• Create, refine, and update PowerPoint presentations for board, committee, and external audiences using advanced design, animation, and data visualization features to clearly communicate complex information.
• Coordinate association projects and timelines (e.g., fund development, annual meeting, credentialing, outreach) by building and maintaining tracking tools, milestones, and follow-ups across staff, consultants, and volunteer leaders.
• Draft and edit professional correspondence, presentations, and documents (board materials, committee documents, outreach decks) in a clear, consistent voice.
• Support outreach and education efforts by tracking relevant conferences, abstract deadlines, and partnership opportunities, and coordinating submissions and follow-up.
• Use Microsoft 365 and association systems (e.g., membership database, website, email platforms) to organize work, manage documents, and support member communications.
• Use AI tools thoughtfully for drafting, summarizing, and organizing information, with careful attention to confidentiality and FSPHP’s values.

• Demonstrated experience providing high-level executive support in Outlook, including calendar and inbox management, preparing materials, and drafting correspondence in a complex or multi-stakeholder environment.
• Advanced proficiency in Microsoft PowerPoint, including creating and applying templates, building visually polished presentations, and incorporating charts, graphics, and other media.
• Advanced proficiency in Microsoft Excel and Word, including building and maintaining tracking tools (tables, filters, simple formulas) and formatting professional documents.
• Experience coordinating projects or programs, including tracking timelines, milestones, and deliverables.
• Strong writing and editing skills, with the ability to draft clear emails, proposals, and outreach materials.
• Advanced proficiency with Microsoft 365 (Outlook, Word, PowerPoint, Excel) and comfort with remote file systems and collaboration tools.
• Familiarity with membership associations, healthcare, or related nonprofits is strongly preferred.
• Comfort with technology and emerging tools, including AI-assisted tools, with a cautious and ethical approach.
• Excellent organizational skills, attention to detail, and ability to work independently in a remote, fast-paced, multi-project environment.
• Bachelor’s degree is preferred, or equivalent of at least five years of related experience.

To apply, please submit a resume/CV and a short cover letter (maximum 1 page) describing your interest in this role and relevant experience with executive support, project coordination, and Microsoft 365 (Outlook, PowerPoint, Excel, Word).

Candidates selected for interviews will be asked to provide:

• One sample PowerPoint presentation they have designed (with any sensitive information removed).
• A brief Excel or Word sample demonstrating tracking tools or professionally formatted documents.
• Contact information for 2–3 professional references.