Executive Assistant

American Academy of Ped • Itasca, IL

25d • Hybrid

About The Position

Provide administrative, scheduling, and project support to the Chief Administrative Officer (CAO), SVP, Information Technology, and related work activities and initiatives of the HR and Corporate Services and Information Technology departments. This role includes providing technical assistance and support, managing calendars, preparing documents for meetings, coordinating budgets, maintaining HR information on the intranet, and assisting with IT and HR initiatives. The Executive Assistant will also respond to routine inquiries, disseminate communications, assist with onboarding, maintain HRIS data, and ensure confidentiality of documents. Additionally, the role involves serving on the AAP Emergency Response Team and fostering collaborative relationships with other support staff.

Requirements

• Bachelor’s degree in non-profit management, business, human resources, information technology or related discipline, or an equivalent combination of relevant education and work experience.
• At least three years related general administrative and/or project coordination experience.
• Experience drafting correspondence.
• Experience developing presentation and meeting agendas/materials.
• Experience coordinating work activities among various internal groups.
• Experience creating and maintaining electronic documents.
• Experience maintaining staff appointments/calendars.
• Experience maintaining/tracking budgets.
• Strong working knowledge of various computer systems and applications.
• Excellent interpersonal, verbal/written communication, customer service, diplomacy, project management, and organizational skills.
• Advanced technical acumen.
• Proficiency in MS Office, Adobe Acrobat, and document collaboration platforms (e.g., SharePoint).
• Ability to learn and apply new technologies.
• Must be able to manage multiple priorities simultaneously.
• Must pay close attention to detail.
• Must take initiative.
• Must work discretely with confidential information.
• Must work both independently and as part of a team.
• Must collaborate effectively with various constituents.
• Must promote and maintain a positive and cooperative team-oriented work environment.
• Commitment to fostering a culture where everyone feels valued and respected.
• Some overtime may be required.
• Flexibility in arranging work schedule to accommodate executives’ availability.

Nice To Haves

• Experience supporting executives.
• Experience working on organization-wide operational initiatives.
• Experience working within an information technology and/or non-profit or medical association.
• Experience with budgeting software (e.g., Acumatica).
• Experience with virtual meeting platforms (e.g., WebEx, Teams).
• Experience with HRIS (e.g., ADP).

Responsibilities

• Coordinate and facilitate communication and workflow between the CAO and SVP and department staff.
• Review and approve timesheets and expense reports.
• Schedule meetings and manage calendars for the CAO and SVP.
• Prepare and compile necessary documents and materials for meetings, including Board reports and presentations.
• Anticipate needs of CAO and SVP and maintain effective lines of communication.
• Assist with prioritizing conflicting needs and follow through on projects to successful completion.
• Coordinate the development of annual budgets utilizing budgeting software.
• Prepare monthly and year-end variance reports, forecasts, and other financial reports.
• Process invoices for timely payment and monitor budget activity.
• Post, update, and maintain HR information and forms on the intranet.
• Utilize graphics and effective content layout to create visually appealing messages.
• Monitor and maintain Bulletin Board postings.
• Coordinate logistics, agenda development, and dissemination for meetings, and follow up on action items.
• Keep current on organizational policies, procedures, staffing, and leadership appointments.
• Utilize AI and other innovative solutions to implement process improvements.
• Assist with updating websites, mailing lists, and employee system access.
• Resolve basic user inquiries and issues, escalating advanced technical issues as appropriate.
• Conduct testing on basic IT systems and functions.
• Assist IT and HR with developing user technical guides, job aids, presentations, and training materials.
• Provide user training as needed.
• Respond to routine inquiries from staff on department-related documents and procedures.
• Escalate advanced inquiries to appropriate staff as necessary.
• Disseminate AAP-wide communications to department staff.
• Inform new department staff on internal policies and procedures, emergency response, and safety procedures.
• Assist in the development and distribution of AAP-wide employee communications.
• Provide administrative and project support for HR, Facility Operations, Convention and Meeting Services, and IT activities.
• Assist with onboarding activities, including posting new hire pictures and adding new employees to various platforms.
• Send new hire notifications and complete mandatory training.
• Assist with maintaining HRIS data, uploading employee documents, and posting jobs internally.
• Create, organize, maintain, and preserve confidentiality of documents and correspondence for CAO.
• Ensure compliance with document retention/destruction protocols.
• Assist with developing and disseminating organizational charts.
• Serve as a member of the AAP Emergency Response Team.
• Foster collaborative working relationships with other Executive Assistants and support staff.
• Serve as department liaison for the Executive Assistants Workgroup.
• Perform other duties as assigned.

Benefits

• Healthcare and retirement savings plans.
• Excellent work environment.
• Competitive salary.
• Comprehensive benefits package.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive