Executive Coordinator

College of American Pathologists • Northfield, IL

1d • Onsite

About The Position

The Executive Coordinator for the Chief of Staff is responsible for coordinating projects/activities and providing administrative support to the Senior Vice President, Chief of Staff (SVP/CoS) and Vice President, Deputy Chief of Staff (VP/DCoS). This role involves coordinating logistical arrangements for meetings and events, including those for members and staff, and specifically for the Board and officers' preparation for events like the annual meeting. Effective communication with stakeholders, including senior member and staff leadership, is crucial.

Requirements

• At least 5 years of professional-level business experience
• Experience working with senior member and staff leaders in a membership organization desirable
• Proficient in Microsoft Office software required with emphasis on Outlook, Word, Excel, Teams and SharePoint.
• Ability to learn and navigate various computer applications with a desired proficiency in D365, Reliance, and Concur.

Nice To Haves

• Post-secondary education preferred
• Experience in nonprofit work preferred
• Formstack knowledge preferred

Responsibilities

• Coordinates projects/activities and provides administrative support to the SVP/CoS and VP/DCoS.
• Provides SVP/CoS administrative support and project coordination/research.
• Coordinates SVP/COS leadership and reporting unit (RU) meetings, including all RU staff, RU leadership, and other RU meetings.
• Coordinates Executive Operations (EXOP) staff meeting.
• Manages meeting logistics for the Compensation Committee, Board of Governors, Executive Committee, New Board Orientation, New Chair Orientation, and other committees of the Board.
• Works with the Meeting Planning to coordinate meeting specifications including venue, food, beverage and other details.
• Researches and plans group dinners.
• Ensures all necessary logistical information for meetings are communicated to and coordinated with appropriate RU staff.
• Prepares and distributes pre-meeting logistical information for staff, members and guests.
• Support events including Resident Forum Spring and Fall sessions, House of Delegates Spring and Fall sessions, Residents Forum Executive Committee, House of Delegates Steering Committee, and other events as assigned, eg webinars, receptions, etc.
• Coordinates the logistics for other RU department events including the President’s Appreciation and President’s Honors programs, committee staff sessions, annual meeting events, and RU celebrations.
• Coordinates on-site meeting scheduling, reserving rooms, AV and web conferencing, ordering, set up and clearing of food.
• Provides follow up for all meetings/events and distributes any post-event/meeting materials as needed.
• Provides administrative support to the CAP officers and Board members in relation to their CAP duties to help to ensure alignment with the CEO, CAP Officers, Board of Governors, Executive Operations Team, and other groups as needed.
• Creates detailed schedules and resource materials for large meetings.
• Manages officer support calendar and inbox ensuring accurate and relevant information is included in calendar and correspondence has been addressed.
• Maintains and updates board partner list, W-9 forms, ACH forms, and office expense forms.
• Supports speaking engagements for the CAP Officers and designees for the Grand Rounds, State Pathology, and other identified meetings by providing the requestors with the needed files/information.
• Coordinates the Key committee calendar planning process on an annual basis, maintains timelines and distributes to the appropriate departments/Councils.
• Coordinates the administration of the electronic President Signature on documentation, finalize documents, and distribute accordingly.
• Coordinates logistics for incoming and outgoing officers and Board members (awards, plaques, pins/collars, stationery, business cards, email changes, etc)
• Coordinates the member VIP Hospitalization and Death Notification and condolence process on behalf of the CAP.
• Coordinates the department’s preparation for national meetings and major events as assigned.
• Coordinates the development and maintenance of the officers, CEO, and Board members’ schedules at the annual and other major meetings.
• Coordinates the President Honors Awards and President Appreciation Awards logistics (selection of recipients, verifying summaries and booklet production, production of certificates, ordering pins, ordering gifts, and managing reception/luncheon).
• Acts as the main point of contact and provide communication and support to the CAP past presidents regarding annual meeting registration, expense reimbursement, and scheduling for inaugural celebration events.
• Updates to reporting unit intranet resources.
• Maintains procedures for the Executive Coordinator’s responsibilities.
• Prepares materials to ship to the annual meeting.
• Enters Governance purchasing requisitions.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree