Executive Administrative Assistant

ACS•Chicago, IL

23d•Hybrid

About The Position

Provides administrative support to the Executive Services department to include executive travel itineraries, expense processing, and general administrative tasks for the Executive Director & CEO, as directed by and in collaboration with the Senior Executive Associate. Provides support to the Senior Manager of Leadership Operations, including managing guest invitations, on-site arrangements, and preparations for Clinical Congress events; ACS leader travel and itinerary preparation; and support for the Bylaws and Honors Committee. Manages tasks and special projects as needed to support the Executive Services department’s work. Interacts with stakeholders at all levels of the organization, including senior board and committee members. Will occasionally provide temporary back-up coverage for the Senior Executive Associate which entails providing dedicated support to the Executive Director & CEO. This exempt position will report to the Senior Executive Associate in the Executive Services Department. It is based in our Chicago office and is a hybrid role: 3 days per week in the office/2 days per week remote.

Requirements

Bachelor’s degree or higher from an accredited college or university is required.
At least 4-7+ years of similar professional administrative experience is required.
Experience providing administrative support to an executive (preferably C-suite) is strongly preferred.
Must have experience with scheduling and complex calendar management, creating and editing PDF files, expense reporting and travel reimbursement, and professional meeting coordination.
Strong expertise in the Microsoft Office Suite (including Outlook, Word, Excel, and PowerPoint).
Experience in maintaining an organized database of files and documents, and presentation and documentation support is required.
Ability to manage tracking and processing of license renewals and association dues/fees, invoicing, and honorarium payments.
Sharp attention to detail and strong professional communication skills (both verbal and written) are essential in this position.
Adept at balancing and organizing multiple competing priorities in a high-volume, fast-paced environment, in a way that ensures timely completion of all tasks.
Takes initiative and can work independently as well as part of a team.

Nice To Haves

experience providing administrative support to an executive (preferably C-suite) is strongly preferred.

Responsibilities

Provides administrative support to the Executive Services department to include executive travel itineraries, expense processing, and general administrative tasks for the Executive Director & CEO, as directed by and in collaboration with the Senior Executive Associate.
Provides support to the Senior Manager of Leadership Operations, including managing guest invitations, on-site arrangements, and preparations for Clinical Congress events; ACS leader travel and itinerary preparation; and support for the Bylaws and Honors Committee.
Manages tasks and special projects as needed to support the Executive Services department’s work.
Interacts with stakeholders at all levels of the organization, including senior board and committee members.
Occasionally provide temporary back-up coverage for the Senior Executive Associate which entails providing dedicated support to the Executive Director & CEO.