Job Information
American Academy of Pediatrics Executive Asst in Itasca, Illinois
TITLE:
Executive Assistant
REPORTING RELATIONSHIP:
SVP, Primary Care and Subspecialty Pediatrics
BASIC FUNCTION:
Provide administrative, scheduling, financial, budgeting, and project support to the SVP, Primary Care and Subspecialty Pediatrics.
DUTIES AND RESPONSIBILITIES:
Manage an extremely active and frequently changing calendar of appointments for the SVP; assist with prioritizing travel and appointments in alignment with work priorities and ensuring adequate workflow and preparation time between commitments; prepare and compile necessary documents and materials, and process expense reports in a timely manner.
Meet regularly with the SVP to review upcoming commitments and priorities to ensure materials are prepared and available for meetings.
Assist with prioritizing conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion; often with competing deadline pressures.
Administer activities related to department ‘s policy development and policy endorsement request related interactions with the Executive Committee, Board of Directors, AAP senior leadership, and other AAP staff and members; coordinating with mangers to record and track the disposition of reviewed policies; and assisting in the creation of status reports for the SVP.
Develop department budgets for review and approval by SVP. Monitor assigned budgets and accounts, track expenditures and develop variance and other reports as needed.
Maintain and organize SVP files pertaining to sections and other department activities.
Act as a resource for PCSP staff concerning policies, procedures, and guidelines.
Develop and edit meeting and presentation materials for the SVP such as PowerPoint presentations and PDF files.
Anticipate needs of SVP and maintain effective lines of communication.
Coordinate with AAP staff regarding SVP attendance at internal and external meetings, conferences, and response to presentation requests.
Coordinate with the SVP regarding internal staff meeting agendas, presentations, meeting materials, speaker invitations, and meeting follow up.
Assist SVP in coordinating and executing projects, including development of project proposals, articles, and presentations.
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.
Order and distribute office supplies; maintain and track supply inventory.
Foster collaborative working relationships with other Executive Assistants and support staff to ensure consistent information sharing and application of best practices.
Serve as the PCSP administrative liaison to the CEO Administration team, Finance, and other AAP departments.
Provide backup for PCSP administrative project and support staff.
Perform other duties as assigned.
EDUCATION:
Bachelors’ degree in nonprofit management, communications, business, public health, or related discipline, or an equivalent combination of relevant education and work/volunteer experience required.
EXPERIENCE:
At least two years’ related general administrative experience required, including managing staff appointments/calendars with complex scheduling that changes frequently and creating correspondence and meeting materials (eg, PowerPoint presentations). Experience arranging travel and monitoring budgets highly desirable.
ESSENTIAL SKILLS:
Must be extremely detail oriented, take initiative, be proactive, able to manage multiple priorities simultaneously, handle sensitive and confidential information with discretion, collaborate effectively with various internal and external constituents and promote and maintain a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion. Excellent organizational, interpersonal, diplomacy, decision making, and verbal/written communication skills required. Strong technical acumen essential with proficiency in MS Outlook and Office and the ability to learn and apply new technologies; experience with Adobe Acrobat, web maintenance/document collaboration software (eg, SharePoint), and virtual meeting platforms (eg, WebEx, Teams, Zoom) strongly preferred. Some travel and evening/weekend work may be required, along with the need for flexibility in arranging work schedule to accommodate physicians’ availability.
Hybrid work environment of 40% of work time in the office per month.
To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.
The AAP 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.
