Executive Assistant

American College Of Physicians•Philadelphia, PA

3h•Hybrid

About The Position

The Executive Office Division of the American College of Physicians (ACP) is looking to hire an Executive Assistant to support C-Suite staff and provide professional level support to the Executive Office (EO). ACP, a national organization of internal medicine physicians with headquarters in Philadelphia, is the largest medical specialty organization and the second-largest physician group in the United States with 161,000 members worldwide. This is a hybrid position with 2 days a week in-office required. Under the direction of the Manager of Executive Administration, the Executive Assistant will provide administrative support to the Chief Operating Officer (COO), Chief Membership and Engagement Officer (CMEO), Chief Executive Officer (CEO), and the Executive Office including: Heavy calendar management and oversight of schedules, meeting arrangements, and travel itineraries Preparing and organizing materials for speaking engagements and other meetings, including PowerPoint presentations, documents, talking points, etc. Composing original correspondence, reports and other documents using word-processing, spreadsheets and/or database applications as required. Proofreading and editing correspondence and reports for grammar, style, clarity of message, etc. Arranging travel itineraries and accommodations, including expense reimbursement processing Working closely with Manager to prepare complex reports, interpret data, and manage and keep track of various projects Responding to incoming phone, email, and mail requests, coordinating with other staff as required

Requirements

A bachelor’s degree and at least 2-4 years of experience in an executive-level support role
Excellent PC skills with expertise in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams, etc.), Adobe Acrobat, and remote conferencing platforms
Strong attention to detail, and superior communication and organizational skills are essential
Ability to demonstrate a high degree of diplomacy, professionalism, and confidentiality

Nice To Haves

familiarity with Dropbox and Evernote applications is preferred

Responsibilities

Heavy calendar management and oversight of schedules, meeting arrangements, and travel itineraries
Preparing and organizing materials for speaking engagements and other meetings, including PowerPoint presentations, documents, talking points, etc.
Composing original correspondence, reports and other documents using word-processing, spreadsheets and/or database applications as required.
Proofreading and editing correspondence and reports for grammar, style, clarity of message, etc.
Arranging travel itineraries and accommodations, including expense reimbursement processing
Working closely with Manager to prepare complex reports, interpret data, and manage and keep track of various projects
Responding to incoming phone, email, and mail requests, coordinating with other staff as required