The College of Healthcare Information Management Executives (CHIME) is the professional organization for Chief Information Officers and other senior healthcare IT leaders. CHIME enables its members and business partners to collaborate, exchange ideas, develop professionally and advocate the effective use of information management to improve the health and care throughout the communities they serve.
Our Mission is to advance and serve healthcare leaders and the industry improving health and care globally through the utilization of knowledge and technology.
Job Purpose
The Administrative Assistant (AA) for the CHIME Foundation & Strategic Solutions Team provides high‑level administrative, operational, and project support to the Chief Growth Officer and the Foundation & Strategic Solutions team. This role is critical in ensuring seamless coordination across leadership, supporting key business processes, and enabling the team to operate with efficiency and excellence. The ideal candidate is proactive, organized, detail‑oriented, and skilled at managing multiple priorities in a fast‑paced, fully remote environment. This individual must demonstrate strong communication skills, professionalism, discretion, and the ability to interact effectively with internal leaders, external partners, and CHIME members.
Duties and responsibilities
Administrative Support
- Manage the Chief Growth Officer’s calendar, including scheduling, prioritizing, and coordinating internal and external meetings.
- Prepare and edit PowerPoint presentations, briefing materials, and meeting documents.
- Assist with developing sales proposals and related materials
Contracting & Legal Review Support
- Draft, proofread, and revise contracts and related agreements.
- Coordinate contract execution, including tracking redlines, managing approval workflows, and collecting signatures.
- Ensure all finalized contracts are properly stored and maintained in designated repositories.
- Load and circulate contracts for internal and external signatures in e-signature program. Track progression and send reminders as needed.
Scheduling & Coordination
- Oversee scheduling and logistical coordination across teams and with external stakeholders.
- Support planning and logistics for internal meetings, client meetings, and cross‑functional sessions.
Document Management
- Maintain version control and ensure access to accurate, up‑to‑date documents.
- Locate, organize, and maintain files in SharePoint and other shared systems.
- Coordinate regular reviews and updates of Standard Operating Procedures (SOPs).
- Format and edit documents for both internal and external distribution.
Administrative & Operational Tasks
- Run reports and queries from MemberSuite or HubSpot as requested.
- Maintain accurate records in CRM and project‑management tools.
- Support project documentation and track progress against timelines.
- Draft routine communications, updates, and emails on behalf of the Foundation team.
- Update reports as needed.
- Prepare and submit expense reports for the Chief Growth Officer and other assigned leaders.
- Coordinate travel arrangements and logistics.
- Submit invoice requests to Finance, including those related to pass‑through expenses for events or sponsorships.
- Provide support with Hubspot data hygiene
- Provide administrative support to Strategic Solutions team as needed to support revenue growth
- Other duties as assigned
Qualifications
- Bachelor’s degree required.
- 3+ years of experience in an Administrative Assistant, or project support role; experience in a professional association or healthcare environment preferred.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with SharePoint, CRM platforms, and collaboration tools (Zoom, Teams, Box, etc.) strongly preferred.
- Excellent written and verbal communication skills with strong attention to detail.
- Demonstrated ability to manage multiple tasks, set priorities, and meet deadlines.
- Ability to work effectively in a remote setting, both independently and collaboratively.
- Strong judgment, discretion, and professionalism when handling sensitive information.
- Proactive problem‑solving mindset and commitment to continuous process improvement.
This is a remote based position, but some travel will be required.
Must reside within the US. Considering candidates in the following states: AL, AR, DC, DE, FL, GA, IL, IN, KS, KY, ME, MI, MO, NE, TX & VA.
