May 08, 2024

Executive Assistant to the CMO

  • American Academy of Pediatrics
  • Hybrid (Itasca, IL, USA)
Full-Time Administration Health Care Nonprofit - Social Services

Job Description

Seeking an effective communicator with good intuition to provide administrative, scheduling, and project support to the Chief Medical Officer (CMO) at the nation’s leading advocacy organization, the American Academy of Pediatrics (AAP).


Some tasks include, but are not limited to:

·       Screen calls and review correspondence and emails, and draft responses for the CMO as appropriate; identify inquiries requiring advanced and/or priority responses and escalate to the CMO or other appropriate AAP leadership.

·       Manage an extremely active and frequently changing calendar of appointments for the CMO; assist with prioritizing travel and appointments in alignment with work priorities and ensuring adequate workflow and preparation time between commitments.

·       Arrange complex and detailed travel plans and itineraries, prepare and compile necessary documents and materials, and process expense reports in a timely manner.

·       Assist with planning, agenda development, dissemination of materials, execution, and follow up meetings for the CMO. Provide onsite meeting management as needed to ensure timely and accurate set up of materials, a/v equipment, food and beverage, etc. 

·       Provide project management support and assist with a variety of special projects for the CMO and Manager, Population Health Initiatives. Build and maintain strong relationships across the AAP.



Qualified candidates will possess:

·       At least 2 years general administrative experience required, including managing complex staff appointments/calendars, creating correspondence, supporting meetings virtually and in-person (eg, PowerPoint presentations, agendas). Experience supporting executives and/or Board, arranging travel and meeting logistics, and monitoring budgets highly desirable.

·       At least 5 years combined education and work experience in nonprofit management/association or professional business environment required.

·       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 CMO’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 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 overtime and travel may be required.


Why work for the AAP?

  • Flexible hours and a focus on work/life balance.
  • State-of-the-art building equipped with standing desks, treadmill desks, cycle desks, on-site fitness center, and on-site exercise classes.
  • An on-site cafeteria with food costs that are subsidized by AAP.
  • Strong focus on mental health and wellness.
  • Tuition reimbursement.
  • Competitive PTO and sick leave.
  • Excellent parental benefits, including adoption assistance.
  • A full list of benefits can be found here.


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


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.



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