Executive Asst

**TITLE**:
Executive Assistant

**REPORTING RELATIONSHIP**:
SVP, Primary Care and Subspecialty Pediatrics

**BASIC FUNCTION**:
Provide administrative, scheduling, financial, budgeting, and project support to the SVP, Primary Care and Subspecialty Pediatrics.

**DUTIES AND RESPONSIBILITIES**:
1. Manage an extremely active and frequently changing calendar of appointments for the SVP; assist with prioritizing travel and appointments in alignment with work priorities and ensuring adequate workflow and preparation time between commitments; prepare and compile necessary documents and materials, and process expense reports in a timely manner.

2. Meet regularly with the SVP to review upcoming commitments and priorities to ensure materials are prepared and available for meetings.

3. Assist with prioritizing conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion; often with competing deadline pressures.

4. Administer activities related to department ‘s policy development and policy endorsement request related interactions with the Executive Committee, Board of Directors, AAP senior leadership, and other AAP staff and members; coordinating with mangers to record and track the disposition of reviewed policies; and assisting in the creation of status reports for the SVP.

5. Develop department budgets for review and approval by SVP. Monitor assigned budgets and accounts, track expenditures and develop variance and other reports as needed.

6. Maintain and organize SVP files pertaining to sections and other department activities.

7. Act as a resource for PCSP staff concerning policies, procedures, and guidelines.

8. Develop and edit meeting and presentation materials for the SVP such as PowerPoint presentations and PDF files.

9. Anticipate needs of SVP and maintain effective lines of communication.

10. Coordinate with AAP staff regarding SVP attendance at internal and external meetings, conferences, and response to presentation requests.

11. Coordinate with the SVP regarding internal staff meeting agendas, presentations, meeting materials, speaker invitations, and meeting follow up.

12. Assist SVP in coordinating and executing projects, including development of project proposals, articles, and presentations.

13. 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.

14. Order and distribute office supplies; maintain and track supply inventory.

16. Serve as the PCSP administrative liaison to the CEO Administration team, Finance, and other AAP departments.

17. Provide backup for PCSP administrative project and support staff.

18. Perform other duties as assigned.

**EDUCATION**:
Bachelors’ degree in nonprofit management, communications, business, public health, or related discipline, or an equivalent combination of relevant education and work/volunteer experience required.

**EXPERIENCE**:
At least two years’ related general administrative experience required, including managing staff appointments/calendars with complex scheduling that changes frequently and creating correspondence and meeting materials (eg, PowerPoint presentations). Experience arranging travel and monitoring budgets highly desirable.

**ESSENTIAL SKILLS**:
Hybrid work environment of 40% of work time in the office per month.

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.