Executive Assistant

American College of Surgeons•Chicago, IL

6h•Hybrid

About The Position

The American College of Surgeons (ACS) is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 90,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org. Our Mission The American College of Surgeons is dedicated to improving the care of the surgical patient and safeguarding standards of care in an optimal and ethical practice environment. Our Vision To create a healthcare landscape where surgeons thrive and every patient has access to and benefits from the highest standards of surgical care, driven by innovation, education, leadership, and trust. The Executive Assistant provides senior-level executive and operational support to the Senior Vice President, Education, managing complex scheduling, international and domestic travel coordination, confidential communications, board and committee logistics, and high-visibility program support. Operating with substantial independence and discretion, the Executive Assistant ensures seamless executive operations, accurate documentation, and effective coordination across internal and external stakeholders while safeguarding sensitive information. This exempt position will report to the Senior Vice President (SVP) in the Division of Education. 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

Four to seven years of progressive executive administrative experience required.
Experience coordinating national and international travel and complex scheduling required.
Must have ability to coordinate the work of others, lead team initiatives, and build strong working relationships in non-supervisory capacity.
Must have outstanding organizational and time management skills as well as excellent written and verbal communication skills.
High level of proficiency with Microsoft Office Products (Outlook, Word, Excel, and PowerPoint) as well as Adobe products is required.
Willingness to learn how to use AI in this role is a must.
Must have demonstrated ability to manage highly confidential information.

Nice To Haves

Bachelor’s degree in business administration, education, communications, or related field preferred.
Experience providing support for C-Suite executives, Deans, Surgery Department Chairs, or similar executive leaders is desirable.
Familiarity with work of associations, professional services, healthcare, and/or education desired.
Experience using artificial intelligence (AI) is strongly preferred.

Responsibilities

Manage complex executive calendar, meeting coordination, and national and international travel logistics.
Prepare materials, briefings, and correspondence for executive meetings and speaking engagements.
Draft and manage confidential correspondence on behalf of the SVP.
Maintain discretion in handling sensitive governance and operational information.
Coordinate logistics and documentation for board-level committees and liaison groups in support of SVP’s involvement.
Prepare agendas, minutes, and supporting materials for executive and committee meetings.
Support Clinical Congress and related executive-level meetings, events, and initiatives involving SVP.
Assist in planning and execution of division-level programs and special projects.
Manage expense processing, invoice approvals, and administrative documentation.
Maintain records, reports, and workflow tracking systems supporting executive operations.
Serve as primary administrative liaison for internal departments and external stakeholders.
Ensure timely communication and follow-up on executive requests and member inquiries.