Strategic Executive Assistant: Hybrid Support to CAO & SVP

American Academy of Pediatrics; Itasca (IL); Hybrid; USD 46,000 - 49,000; Full time

Benefits offered by this job

Healthcare benefits

401(k) retirement plan

Job summary

American Academy of Pediatrics is seeking an Executive Assistant to provide comprehensive administrative, scheduling, and project support to the Chief Administrative Officer, SVP, HR and Corporate Services, and IT departments. The role includes calendar management, report preparation, budgeting, HRIS upkeep, and process improvements using AI tools as appropriate.

Ideal candidates have a bachelor's degree and at least 3 years of executive support or project coordination experience in a nonprofit

Qualifications

• Bachelor's degree in related field required.
• At least 3 years of admin and/or project coordination experience.
• Experience supporting executives and coordinating cross-group initiatives.

Responsibilities

• Coordinate communication and workflow between CAO, SVP, and staff; review approvals and contracts; track deadlines.
• Manage calendars and prepare materials for meetings, including board reports and presentations.
• Develop annual budgets and monitor variance reports; process invoices for payment.
• Maintain HR information on intranet; create visually appealing messages and post notices.
• Schedule meetings, coordinate logistics, and follow up on action items.

Skills

MS Office

SharePoint

Budgeting software

HRIS

Project coordination

Executive support

Education

Bachelor's degree in related field

Tools

Excel

PowerPoint

SharePoint

Job description

American Academy of Pediatrics is seeking an Executive Assistant to provide comprehensive administrative, scheduling, and project support to the Chief Administrative Officer, SVP, HR and Corporate Services, and IT departments. The role includes calendar management, report preparation, budgeting, HRIS upkeep, and process improvements using AI tools as appropriate.

Ideal candidates have a bachelor's degree and at least 3 years of executive support or project coordination experience in a nonprofit