Executive Asst

TITLE:

Executive Assistant

REPORTING RELATIONSHIP:

Senior Vice President, Global Child Health and Life Support

BASIC FUNCTIONS:

Provide administrative, scheduling, and project support to the Senior Vice President (SVP), Global Child Health and Life Support, including budgeting and financial activities.

DUTIES AND RESPONSIBILITIES:

1. 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; and prioritizing travel and appointments in alignment with work priorities. Arrange, prepare and compile necessary documents and materials in a timely manner.

2. Monitor the Global Child Health operating budget and grant-funded accounts and develop reports as needed. Assist with supporting Life Support budgets as requested.

3. Create, maintain, and deliver appropriate written and oral business communication in a customer-friendly, proactive manner with both internal and external colleagues.

4. Coordinate Global Child Health and Life Support meetings, including preparing agenda materials, developing minutes, and creating action item schedules to assign completion of activities to appropriate staff.

5. Coordinate travel arrangements for international colleagues pertinent to American Academy of Pediatrics (AAP) business as requested.

6. Administer activities related to department interactions with the Executive Committee, Board of Directors (BOD), AAP senior leadership, and other AAP staff and members, including creating, sharing, and posting materials; recording the disposition of reviewed materials; and assisting in the creation of management reports.

7. Maintain and organize SVP files pertaining to sections and other department activities.

8. Anticipate needs of 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 competing deadlines.

9. 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.

10. Assist in writing grant proposals as requested, including the development of proposed budgets, companion budget narratives, and related job descriptions.

11. Assist SVP in coordinating and executing projects, including development of project proposals, articles, and presentations. Conduct research, evaluate findings, and edit materials accordingly.

12. 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.

13. Foster collaborative working relationships with other Executive Assistants and support staff to ensure consistent information sharing and application of best practices.

14. 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 related administrative and/or project coordination experience required, including managing complex staff appointments/calendars and creating correspondence. Experience with monitoring budgets, grant support, arranging travel and meeting logistics, supporting executives, and working on international projects preferred.

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 SVP’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 (e.g., SharePoint), and virtual meeting platforms (e.g., WebEx, Teams, Zoom) strongly preferred. Some overtime and travel may be required.

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.