Dec 26, 2018

Executive Assistant

  • American Academy of Pediatrics
  • Itasca, IL, USA
Full-Time Administration Nonprofit - Social Services

Job Description


The American Academy of Pediatrics, the nation’s leading advocacy organization for children’s healthcare, is seeking a detail-oriented and organized individual to provide administrative support for Community and Chapter Affairs and Quality Improvement activities. This position will report directly to the Chief Implementation Officer/SVP, Community and Chapter Affairs and Quality Improvement.

Duties include:
1. Provide support to the Chief Implementation Officer/SVP, including coordinating meetings, maintaining calendar, arranging travel, drafting correspondence, preparing PowerPoint presentations, maintaining files, arranging conference calls, drafting meeting agendas and preparing for daily appointments.
2. Manage the budget planning process, monitor financial records, process and record expense reports, invoices, etc., and assist teams in their budget implementation. Serve as department Superuser for Active Insights, FRx WebPort, IT Works and OnBase.
3. Coordinate administrative tasks including department wide documents.
4. Maintain CCAQI staff calendar and arrange monthly staff meetings; prepare agendas, take minutes, and oversee follow-up items generated at meetings. Attend weekly management team meetings.
5. Distribute, collect and deliver correspondence with Executive Committee; coordinate Policy Statement process; coordinate administrative staff lunch hours; coordinate telephone coverage.
6. Anticipate needs, monitor inventory and order necessary supplies for staff business needs. Order/renew publication orders and subscriptions for staff. Coordinate capital equipment requests.
7. Coordinate and maintain department SharePoint site and shared electronic files.
8. Respond to routine inquiries on chapter management, community-based programs and quality and refer technical questions to appropriate staff.
9. Coordinate grant proposals and projects including budgets as requested.
10. Coordinate department reports to the Board of Directors.
11. Prepare and coordinate letters to new chapter officers.

Qualifications:
1. Bachelors’ degree in nonprofit management, public health, communications, business or related discipline, or an equivalent combination of relevant education and work experience required.
2. At least three years of related administrative experience required. Experience in a medical association highly desired.  
3. Strong technical acumen with proficiency in MS Office (Word, Excel, PowerPoint) required, with the ability to learn and apply new technologies; experience with budgeting software strongly preferred. Excellent interpersonal, organizational, problem solving, and written/verbal communication skills required. Must be a self-starter, detail-oriented, work well independently and as part of a team, maintain confidentiality, able to manage multiple priorities simultaneously, and collaborate effectively with various internal and external constituents. Some overtime may be required.

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.


States

IL  

Security Clearance

NO Security Clearance

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Job Requirements

Qualifications:
1. Bachelors’ degree in nonprofit management, public health, communications, business or related discipline, or an equivalent combination of relevant education and work experience required.
2. At least three years of related administrative experience required. Experience in a medical association highly desired.  
3. Strong technical acumen with proficiency in MS Office (Word, Excel, PowerPoint) required, with the ability to learn and apply new technologies; experience with budgeting software strongly preferred. Excellent interpersonal, organizational, problem solving, and written/verbal communication skills required. Must be a self-starter, detail-oriented, work well independently and as part of a team, maintain confidentiality, able to manage multiple priorities simultaneously, and collaborate effectively with various internal and external constituents. Some overtime may be required.


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