Posted 5 days ago

Executive Assistant to the CEO

Company: American Academy of Pediatrics
Category: Office & Administration

 Itasca

Type: Full Time

American Academy of Pediatrics is seeking an Executive Assistant to the CEO to provide administrative, scheduling, and project support to the CEO/EVP. Responsibilities:

  • 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.
  • 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.
  • Work closely with CEO Administration team to stay well-informed of upcoming commitments and priorities to provide timely, relevant and complete updates to CEO on upcoming commitments, activities and responsibilities, including compiling necessary documents and materials in preparation for meetings.
  • 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.
  • Develop and edit meeting and presentation materials such as PowerPoint presentations and PDF files.
  • Assist with composing internal and external communications, with appropriate messaging from the CEO.
  • 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.
  • 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.
  • Arrange complex and detailed travel plans and itineraries, prepare and compile necessary documents and materials, and process expense reports in a timely manner.
  • 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.
  • Research and maintain files/information on key internal and external stakeholders, outside member organizations, and other constituents as needed.
  • Foster collaborative working relationships with other Executive Assistants to ensure consistent information sharing.
  • Coordinate and execute projects for the CEO and Senior Leadership Team as needed.
  • Contribute to the management of travel and other speaker logistics for the AAP Executive Committee.