Executive Assistant Operations & Shared Services

College of American Pathologists•Northfield, IL

5d•$38 - $48•Onsite

About The Position

As the world's largest organization of board-certified pathologists and leading provider of laboratory accreditation and proficiency testing programs, the College of American Pathologists (CAP) serves patients, pathologists, and the public by fostering and advocating excellence in the practice of pathology and laboratory medicine worldwide. Our Culture CAP employees make a meaningful difference by partnering with colleagues customers and members on challenging and rewarding work CAP provides its employees with an energetic and collaborative work environment and encourage opportunities to further develop their skills—offering reimbursement for educational programs and participation in events that enhance your skills We offer a generous compensation and benefits package, 401K, and more -- visit Careers at the CAP for more details Brief Description The Executive Assistant Operations/Shared Services is responsible for: Providing routine administrative support to the Vice President, Management and other personnel within Operations/Shared Services. Serving as a focal point for dissemination of departmental information. Compiling and preparing monthly operating statistics and assisting with other special projects for the Reporting Unit (RU). Contributing to the College’s and RU service culture by supporting divisional/departmental needs and service relationships with other areas. Working within guidelines established by the Vice President, often making independent decisions to ensure accomplishment of division objectives.

Requirements

Excellent communication skills, both written and verbal.
Strong interpersonal skills; adept in dealing with internal and external contacts on a professional level.
Excellent Organizational skills with solid attention to detail
Goal oriented, self-starter with ability to work independently to reach due dates
Able to organize work and manage multiple priorities, under time constraints.
Team player with demonstrated service excellence who works collaboratively to support others under fluctuating demands.
Excellent understanding of business practices and office procedures.
Exhibits flexibility to meet changing business needs
Proficient computer skills with aptitude for new software applications.
MS Office experience necessary, with proficiency in use of Windows, Outlook, Word, PowerPoint and Excel.
Competency in Oracle, or other ERP system, covering Purchasing, Expense, Business Intelligence, and Budgeting related applications
College degree preferred, High School graduate.
Minimum 3 to 5 years general office or secretarial/administrative experience; with several years executive level preferred.
Candidates must reside within 75 miles of the Northfield headquarters.

Nice To Haves

Mathematical aptitude a plus with demonstrated ability to interpret data and think critically.
Analytical and advanced spreadsheeting skills a plus.

Responsibilities

Provide routine administrative support for Vice President, Directors, and divisional management staff such as appointment scheduling, copying, filing, and phone support, etc. Maintains Vice President’s calendar and coordinates with other organization and RU calendars.
Perform routine word processing, flow charting, and editorial support. Maintains Operations/Shared Services intranet/SharePoint pages, Org Charts, and coordinates the quarterly newsletter, along with editorial support. Provides updated department/staff listing for mail center and facilities teams.
Coordinate and prepare presentation and meeting materials, including preparation of meeting minutes for staff, special projects, and occasional member meetings.
Coordinate and execute annual and ad hoc celebration and other events within the RU, including logistics around scheduling, activities, catering/menu selection and decor.
Prepare and monitor purchase requisitions, seminar requests, and other expenses for division staff when needed.
Represent RU on the ASK Task Force/Core Group, bringing pertinent issues and information from an operational support perspective. Collaborate with administrative staff across the organization on various projects and events.
Provide routine systems and process expertise to Operations/Shared Services and others for the CAP’s intranet, Purchasing Request, Expense Management, Reliance Document Control, Dayforce Time and Attendance, Microsoft tools, e.g. Outlook, Teams, Word, Excel, Visio, OneNote, et al.
Provide training or quick tips for all software noted above, both as refresher training or for new employee onboarding.
Coordinate audio, video and web conferencing for RU; administer Zoom account and train users on web/phone conferencing as needed.
Maintain RU distribution lists and Teams channels.
Serve as trainer and support for Reception duties, updates procedures in coordination with Facilities, Contact Center Supervisor and RU leadership.
Collaborates with Conference Room Calendar team to triage and address CAP staff conference room issues and monitor conference room request folders for staff issues and questions.
Assist with training of reception duties and assist other admins/divisions as needed for phone and conference room scheduling.
Supports the Facilities team with tracking and reporting of badge information; responds to incoming service requests and forwards to the Limble system.
Assist with drafting and/or info-mapping of procedures as needed. Monitor annual review of procedures within Reliance and provide notification to items that are overdue.
Compile data, prepare monthly charts, and other reports for various departmental metrics, i.e., turnaround time, budget, badging, awards/recognition, and others as needed.
Process, sort and deliver incoming and outgoing inter-departmental and intra-divisional mail and ordering of divisional office supplies.
Exercise initiative to suggest process improvements and information sharing across the RU as appropriate.
Other duties and special projects as assigned.