Executive Assistant

  • American Academy of Pediatrics
  • Itasca, IL, USA
Full time Admin-Clerical

Job Description

TITLE:
 
Executive Assistant
REPORTING RELATIONSHIP:
 
SVP, Primary Care and Subspecialty Pediatrics
 
BASIC FUNCTIONS:
 
Provide administrative, scheduling, and project support to the Senior Vice President, Primary Care and Subspecialty Pediatrics (PCSP), and provide administrative and financial activities related to department.
 
DUTIES AND RESPONSIBILITIES:
 
Provide administrative support to SVP, including: maintaining an active, rapidly changing calendar; developing complex and detailed travel plans and itineraries; coordinating all travel arrangements and processing travel expense reports; prioritizing travel and appointments in alignment with work priorities. Arrange, prepare and compile necessary documents and materials in a timely manner.
Prepare and monitor the department operating budget and grant-funded accounts, and develop monthly financial, statistical, and variance reports and Provide assistance with other budgets as needed.
Coordinate PCSP meetings, including preparing agenda materials, developing minutes, and creating action item schedules to assign completion of activities to the appropriate staff members.
Administer activities related to department interactions with the Executive Committee, Board of Directors (BOD), AAP Senior Leadership, and other AAP staff and members, including but not limited to: creating, sharing, and posting materials; recording the disposition of reviewed materials; assisting in the creation of management reports.
Anticipate needs of the SVP and maintain effective lines of communication. Assist with prioritizing conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion; often with deadline pressures.
Assist with meeting planning, agenda development, dissemination of materials, execution, and follow up for the SVP. Provide onsite meeting management as needed to ensure timely and accurate set up of materials, equipment, food, etc.
Assist in writing grant proposals as requested, including the development of proposed budgets, companion budget narratives, and related job descriptions.
Provide administrative support to department staff as needed.
Maintain and organize supervisor’s files pertaining to councils, committees, sections, task forces, and other department activities.
Answer inquiries from the BOD and AAP members pertaining to council/committee/section/task force activities and grant policies. Maintain knowledgeable of AAP policies and compose letters from suggestions or direction of supervisor on routine matters over own or supervisor’s signature as designated. Assist supervisor with departmental correspondence.
Keep current on organizational policies, procedures, staffing and leadership appointments to ensure appropriate protocols are followed and accurate information is included when drafting correspondence and disseminating information.
Foster collaborative working relationships with PSCP team coordinators and other Executive Assistants to ensure consistent information sharing.
Coordinate and develop, in collaboration with managers, all recognition awards, certificates, and other awards for the AAP pertaining to committees, councils, and sections
Perform other duties as assigned.
EDUCATION:
Bachelors’ degree in nonprofit management, public health, communications, business or related discipline, or an equivalent combination of relevant education and work experience required.
 
EXPERIENCE:
 
At least three years of related administrative experience required. Experience in a medical association and working with federal grants highly desired.
ESSENTIAL SKILLS:
 
Strong technical acumen with proficiency in MS Office (Word, Excel, PowerPoint) required, with the ability to learn and apply new technologies; experience with budgeting software preferred. Excellent interpersonal, organizational, problem solving, and written/verbal communication skills required. Must be a self-starter, detail-oriented, work well independently and as part of a team, maintain confidentiality, able to manage multiple priorities simultaneously, and collaborate effectively with various internal and external constituents. Knowledge of medical terminology a plus.
To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employmentOpens a New Window..

The American Academy of Pediatrics offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.