Manager & Executive Assistant, Office of the Chief Science Officer and Medical Affairs

The Manager, Office of the Chief Science Officer and Medical Affairs (CSOMA) serves as the operational and strategic backbone of the organization's scientific and medical leadership office. This position oversees the daily operations, planning, and coordination activities supporting the Chief Science Officer and Medical Affairs Lead, as well as senior members of the Medical and Scientific Relations (Med Sci) team.

The role requires exceptional organizational, communication, and judgment skills to anticipate needs, drive priorities forward, and ensure seamless alignment across internal and external stakeholders. The successful candidate will bring a strong sense of ownership, confidentiality, and proactive problem-solving in a fast-paced, mission-driven environment.

This position reports directly to the Chief Science Officer and Medical Affairs Lead and is based in the Chicago, IL office.

Key Responsibilities

• Serve as the central point of coordination for all operational and administrative matters within the Office of the CSOMA.
• Manage and optimize complex calendars across global time zones, ensuring alignment of strategic priorities, key meetings, and travel schedules.
• Prepare comprehensive daily and weekly briefings for the CSOMA, including agendas, key documents, and context summaries for internal and external engagements.
• Partner with departmental leaders to track priorities, action items, and follow-ups, ensuring timely execution and accountability across initiatives.
• Lead logistical and content coordination for internal and external meetings, executive sessions, and cross-functional collaborations.
• Oversee preparation of all meeting materials - agendas, background documents, presentations, and pre-read packets - ensuring accuracy and relevance.
• Act as liaison between the CSOMA office and senior stakeholders, effectively triaging and communicating priorities.
• Support the development and delivery of executive presentations, board updates, and scientific communications.
• Manage departmental expense reporting, invoice processing, and budget tracking in alignment with organizational policies (Workday, Concur, or similar systems).
• Ensure compliance with funding, travel, and expense policies, including reconciliation and reporting within required timelines.
• Coordinate procurement of office supplies, subscriptions, and other resources supporting Medical and Scientific Relations operations.
• Plan and manage complex domestic and international travel for the CSOMA and leadership team, including visa documentation and contingency planning.
• Oversee logistical execution for conferences, scientific symposia, and leadership offsites in coordination with internal event teams.
• Serve as point of contact during travel or meeting emergencies to ensure continuity of operations.
• Maintain and organize key records, correspondence, and project documents with precision and confidentiality.
• Build and maintain relationships with internal departments, external partners, and scientific collaborators.
• Support communication flow within the CSOMA office to ensure information is accurate, timely, and strategically aligned

Qualifications

• Education: Bachelor's degree preferred; equivalent combination of education and experience considered.
• Experience: Minimum 5 years of progressively responsible experience supporting senior executives or managing operations in a scientific, medical, or research-driven organization preferred
• Proven ability to manage multiple executives, complex schedules, and international engagements.
• Demonstrated success in project coordination, executive communication, and operational process improvement.

Knowledge, Skills, and Abilities

• Exceptional written and verbal communication skills with a high degree of professionalism.
• Mastery of Microsoft Office Suite; advanced PowerPoint and Excel skills preferred.
• Proficiency with virtual meeting tools (Zoom, WebEx), expense systems (Concur), and travel coordination platforms (Egencia or equivalent).
• Strong attention to detail and ability to synthesize complex information into concise deliverables.
• Ability to work both independently and collaboratively with senior leaders, scientists, and cross-functional teams.
• Discretion in handling confidential and sensitive information.
• Familiarity with scientific and medical terminology, particularly related to Alzheimer's disease and related dementias, preferred.

Position Location: Chicago, hybrid (3-4 days in the office)

Full time based on 37.5-hour work week minimum

Position Grade & Compensation: Grade 507 non-exempt The Alzheimer's Association's good faith expectation for the annual pay range for this role is between $75,000-$85,000

Reports To: Chief Science Officer and Medical Affairs Lead

Who We Are :

The Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

The Alzheimer's Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research - our investments today will lead to breakthroughs tomorrow.

At the Alzheimer's Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer's and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer's, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer's and dementia.

The Alzheimer's Association commitment remains steadfast in engaging all communities in our full mission. The Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including, but not limited to, on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan. Please click HERE for more information.

Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.