Executive Assistant

TITLE:

Executive Assistant

REPORTING RELATIONSHIP:

Chief Administrative Officer/SVP, Human Resources and Corporate Services

BASIC FUNCTION:

Provide administrative, scheduling, and project support to the Chief Administrative Officer, SVP, Information Technology, and related work activities and initiatives of the HR and Corporate Services and Information Technology departments, including technical assistance and support.

DUTIES AND RESPONSIBILITIES:

1. Coordinate and facilitate communication and workflow between the CAO and SVP and department staff, including obtaining necessary approval signatures, reviewing/approving timesheets and expense reports, scheduling meetings, and information gathering and distribution. Facilitate review and approval of contracts and maintain a tracking system to monitor contract deadlines and payment schedules.
2. Manage calendar of appointments for the CAO and SVP and prioritize in alignment with work activities, ensuring adequate workflow and preparation time between commitments. Prepare and compile necessary documents and materials in preparation for meetings, including Board reports, PowerPoint presentations, and Excel spreadsheets.
3. Anticipate needs of CAO and 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.
4. Coordinate the development of annual budgets utilizing budgeting software, including entering data, preparing monthly and year-end variance reports; forecasts, and other financial reports as requested; and processing invoices for timely payment. Monitor budget activity and initiative reclasses to correct accounts. Advise department staff on budgeting process requirements and/or changes and distribute necessary reports and other information as needed.
5. Post, update and maintain HR information and forms on the intranet, routinely reviewing to ensure accuracy and functionality. Utilize graphics and effective content layout to create visually appealing messages. Monitor and maintain Bulletin Board postings.
6. Schedule meetings; coordinate logistics, agenda development and dissemination; and follow up on action items as needed.
7. 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.
8. Utilize AI and other innovative solutions to implement process improvements that increase operational efficiency and enhance service delivery.
9. Assist with updating websites, mailing lists, employee system access, and resolving basic user inquiries and issues, escalating advanced technical issues as appropriate.
10. Conduct testing on basic IT systems and functions and assist IT and HR with developing user technical guides, job aids, presentations, and training materials for basic applications and various technical systems to support and develop staff training. Provide user training as needed.
11. Respond to routine inquiries from staff on department-related documents and procedures, including employment policies, job descriptions, organizational charts, meeting request forms, JIRA tickets, etc. Escalate advanced inquiries to appropriate staff as necessary.
12. Disseminate AAP-wide communications to department staff, including procedure and policy updates and deadlines, training and development opportunities, facility maintenance announcements, and employee activities. Inform new department staff on internal policies and procedures, emergency response and safety procedures and guidelines, and other administrative matters. Assist in the development and distribution of AAP-wide employee communications as requested by the CAO and SVP.
13. Provide administrative and project support for HR, Facility Operations, Convention and Meeting Services, and IT activities as needed, including distributing mail, coordinating shipments, and maintaining office supplies inventory.
14. Assist with onboarding activities including posting new hire pictures, adding new employees to LinkedIn Learning, Culture Amp, and other HR-related platforms as requested. Send new hire notifications on various tasks, including entering personal contact information into emergency broadcast system and completing mandatory training.
15. Assist with maintaining HRIS data, uploading employee documents, and posting jobs internally on the Career Center.
16. Create, organize, maintain, and preserve confidentiality of documents and correspondence for CAO. Ensure compliance with document retention/destruction protocols.
17. Assist with developing and disseminating organizational charts as needed.
18. Serve as a member of the AAP Emergency Response Team, including serving as a resource to AAP staff on evacuation and emergency response procedures.
19. Foster collaborative working relationships with other Executive Assistants and support staff to ensure consistent information sharing and application of best practices. Serve as department liaison for the Executive Assistants Workgroup.
20. Perform other duties as assigned.

EDUCATION:

Bachelor's degree in non-profit management, business, human resources, information technology or related discipline required, or an equivalent combination of relevant education and work experience.

EXPERIENCE:

At least three years related general administrative and/or project coordination experience required, including drafting correspondence, developing presentation and meeting agendas/materials, and coordinating work activities among various internal groups. Experience creating and maintaining electronic documents, maintaining staff appointments/calendars, and maintaining/tracking budgets required, as well as strong working knowledge of various computer systems and applications. Experience supporting executives, working on organization-wide operational initiatives, and working within an information technology and/or non-profit or medical association highly desirable.

ESSENTIAL SKILLS:

Excellent interpersonal, verbal/written communication, customer service, diplomacy, project management, and organizational skills required. Advanced technical acumen essential with proficiency in MS Office, Adobe Acrobat, and document collaboration platforms (e.g., SharePoint), and the ability to learn and apply new technologies; experience with budgeting software (e.g., Acumatica), virtual meeting platforms (e.g., WebEx, Teams), and HRIS (e.g., ADP) strongly preferred. Must be able to manage multiple priorities simultaneously, pay close attention to detail, take initiative, work discretely with confidential information, work both independently and as part of a team, collaborate effectively with various constituents, and promote and maintain a positive and cooperative team-oriented work environment with a commitment to fostering a culture where everyone feels valued and respected. Some overtime may be required, along with the need for flexibility in arranging work schedule to accommodate executives' availability.

A reasonable estimate of the current base pay range for this position is $33.38/hr - $35.24/hr. Compensation decisions take into account a wide range of factors, including but not limited to relevant experience, skills, certifications, geographic location, business needs, and organizational policies. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Hiring at the maximum of the range would not be typical. We also offer a comprehensive benefits package which includes healthcare and retirement savings plans. Click to see all benefits offered: https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf.

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.