Employment Opportunity

Membership Elections Coordinator

Cambridge, MA

The American Academy of Arts & Sciences, one of the nation’s prominent learned societies and independent policy research centers headquartered in Cambridge, MA, seeks a Membership Elections Coordinator to provide support for all aspects of the annual nomination and election process. The Academy is a hybrid work environment, and this position would be eligible to work in-person, in a hybrid capacity, or mostly in a remote capacity. The Academy is committed to promoting diversity, equity and inclusion and looks to all its staff members to foster and promote these values.

The nomination and election process is run by the Membership Information and Elections (MIE) department, which processes over 1,000 nominations each year and conducts 40-50 membership election Zoom meetings culminating in the election of the new honorees.

The MIE department also serves as the primary information source regarding Academy members. The Academy membership encompasses over 5,000 Fellows and 600 International Honorary Members and reflects the full range of disciplines and professions: the physical and biological sciences, the social and behavioral sciences, the arts and humanities and leadership, policy and communications.


  • Manage nomination and election logistics
  • Nomination data entry for all nominations received by mail or email.
  • Review nominations to ensure the accuracy and thoroughness of the Academy ballots.
  • Draft correspondence to members as necessary.
  • Implement the scheduling of  membership election Zoom meetings.
  • Support the election Zoom meetings by taking notes for record-keeping.
  • Coordinate the creation of election materials for members who receive mail as well as for committee, section panel, and class committee review as well as Zoom meeting.
  • Oversee the nominations that are carried forward to the next year’s election.
  • Prepare and process the new member materials including but not limited to letters of welcome, new member packets, and member files.
  • Membership Information and Elections Office
  • Serve as the first point of contact for questions or inquiries to the Membership Office.
  • Data entry of member information.
  • Additional responsibilities as assigned.



  • Bachelor’s degree or equivalent experience required.
  • Experience organizing, systematizing, and retrieving database information.
  • Must possess initiative, outstanding oral and written communication skills, organizational skills, interpersonal skills, and proofing and editing skills.
  • Comfortable with nuanced situations with an ability to creatively problem-solve and be flexible in a changing environment.
  • Demonstrated experience in managing multiple activities and tasks in a high tempo environment.
  • Ability to learn quickly, prioritize, and work accurately with little supervision.
  • Strong interest in fact-finding and research-based projects.
  • Facility with learning names and accuracy in presenting them.
  • Must be able to handle confidential information appropriately, and to engage with Academy members in a patient, poised and diplomatic manner. 


Desired qualifications include:

  • Proficiency in Salesforce technology and Microsoft Office applications
  • Familiarity with and experience using Zoom technology and Doodle or other scheduling applications