Administrative Liaison to the CEO

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

Job Description

Administrative Liaison to the CEO
Itasca, IL, US
14 days agoRequisition ID : 1178

Administrative Liaison to the CEO 


Reports to the CEO/Executive Vice President 


Provide administrative, scheduling, and project support to the CEO/EVP. 


1. Manage an extremely active and frequently changing calendar of appointments for CEO; assist with prioritizing travel and appointments in alignment with work priorities, and ensuring adequate workflow and preparation time between commitments.
2. Assist with planning, agenda development, dissemination of materials, execution, and follow up of meetings for CEO, Executive Leadership Team, Executive Committee, and Board of Directors. Provide onsite meeting management as needed to ensure timely and accurate set up of materials, a/v equipment, food and beverage, etc. 
3. Work closely with Chief Deputy and Special Advisor to the CEO/Board Liaison to stay well-informed of upcoming commitments and priorities to provide timely, relevant and complete updates to CEO on upcoming commitments, activities and responsibilities, including compiling necessary documents and materials in preparation for meetings.
4. Anticipate needs of the CEO 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.
5. Develop and edit meeting and presentation materials such as PowerPoint presentations and PDF files.
6. Assist with composing internal and external communications, with appropriate messaging from the CEO.
7. Screen calls and review correspondence and emails, and draft responses for CEO as appropriate; identify inquiries requiring advanced and/or priority responses and escalate to CEO, Deputy Chief or other appropriate AAP leadership. 
8. Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive nature. Maintain strict confidentiality as necessary and suggest appropriate course of action, referral, or response.
9. Arrange complex and detailed travel plans and itineraries, prepare and compile necessary documents and materials, and process expense reports in a timely manner.
10. 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.
11. Research and maintain files/information on key internal and external stakeholders, outside member organizations, and other constituents as needed.
12. Foster collaborative working relationships with other Executive Assistants to ensure consistent information sharing.
13. Coordinate and execute projects for the CEO and Executive Leadership Team as needed.
14. Perform all other duties as assigned.


Bachelors’ degree in nonprofit management, communications, business, public health or related discipline, or an equivalent combination of relevant education and work/volunteer experience required.


At least two years general administrative experience required, including managing staff appointments/calendars with complex scheduling that change frequently and creating correspondence and meeting materials (ie, PowerPoint presentations). Experience supporting executives and/or Board strongly preferred. Experience arranging travel and meeting logistics, and monitoring budgets highly desirable.


Must be extremely detail oriented, take initiative, able to manage multiple priorities simultaneously, handle sensitive and confidential information with discretion, and serve as a cooperative team member who maintains a positive attitude and collaborates effectively with various internal and external constituents. Excellent organizational, interpersonal, diplomacy, decision making, and oral/written communication skills essential, as well as the ability to apply critical thinking in managing the CEO’s complex schedule. Must work well under pressure, be able to adapt to rapidly changing priorities, with the ability to be highly flexible in working beyond scheduled hours and continuously re-prioritizing work to accommodate new/changing commitments and project initiatives. Advanced technical acumen with proficiency in MS Outlook, Word, Excel and PowerPoint, and the ability and willingness to quickly learn and utilize new technologies is essential. Experience with Adobe Acrobat and Web maintenance software (ie, SharePoint) strongly preferred. Some travel and overtime may be required. 

To learn more about the organization, see a full job description, and/or apply for the position, please visit

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.