Executive Assistant To The Ceo

TITLE:

Executive Assistant to the CEO

REPORTING RELATIONSHIP:

CEO/Executive Vice President

BASIC FUNCTION:

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

DUTIES AND RESPONSIBILITIES:

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, Senior 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 CEO Administration team to stay well-informed of upcoming commitments and priorities to proactively 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 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 Senior Leadership Team as needed.
14. Contribute to the management of travel and other speaker logistics for the AAP Executive Committee
15. Perform all 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 (e.g., PowerPoint presentations). Experience supporting executives and/or Board strongly preferred. Experience arranging travel and meeting logistics, and monitoring budgets highly desirable.

ESSENTIAL SKILLS:

Must be extremely detail oriented, take initiative, 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 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 reprioritizing work to accommodate new/changing commitments and project initiatives. Advanced technical acumen essential with proficiency in MS Outlook, Word, Excel, and PowerPoint, and the ability and willingness to quickly learn and utilize 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 CEO and Board members’ 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.