The nation’s leading advocacy organization for children’s healthcare, the American Academy of Pediatrics, is expanding our Equity Initiatives and have added a Chief Health Equity Officer/SVP, Equity Initiatives position to staff and we are seeking an Executive Assistant to provide administrative, scheduling, and project support to the Chief Health Equity Officer (CHEO) and the team.
Some responsibilities include:
Screen calls and review correspondence and emails, and draft responses for the CHEO as appropriate; identify inquiries requiring advanced and/or priority responses and escalate to the CHEO or other appropriate AAP leadership.
Manage an extremely active and frequently changing calendar of appointments for the CHEO; 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 CHEO. Provide onsite meeting management as needed to ensure timely and accurate set up of materials, a/v equipment, food and beverage, etc. Assist with planning of virtual meetings including webinars. Assist with development and editing meeting and presentation materials.
Assist in the development of team budgets for review and approval by CHEO and Sr Director, Equity Initiatives. Monitor assigned budgets and accounts, track expenditures and develop variance and other reports as needed.
At least 5 years combined education and work experience in nonprofit management/association or professional business environment required.
At least 2 years general administrative experience required, including managing complex staff appointments/calendars, creating correspondence, supporting meetings (eg, WebEx virtual meeting, PowerPoint presentations). Experience supporting executives and/or Board, arranging travel and meeting logistics, and monitoring budgets highly desirable.
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 CHEO’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.
Competitive PTO and sick leave.
Excellent parental benefits, including adoption assistance.
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.
The American Academy of Pediatrics (AAP) is a membership organization of 67,000 pediatricians and approximately 475 staff committed to the optimal physical, mental, and social health and well-being for all infants, children, adolescents, and young adults. The AAP promotes pediatrics and advances child health priorities by developing policy, conducting research, building coalitions, raising public awareness, funding community-based projects, and supporting training and professional education for our membership.