Strategic Executive Assistant to CAO & SVP — Hybrid

American-Academy-of-Pe; Itasca (IL); On-site; USD 45,000 - 48,000; Full time

Benefits offered by this job

Healthcare benefits

Retirement savings plans

Hybrid work environment

Job summary

American Academy of Pediatrics is seeking an Executive Assistant in Itasca, IL to provide administrative, scheduling, and project support to the CAO, SVP, IT and HR/Corporate Services. The role includes handling budgets, board materials, and confidential communications.

Ideal candidates have 3+ years in administrative roles supporting executives, strong MS Office and budgeting skills, and a proactive, detail‑oriented approach with experience in IT or nonprofit settings.

Qualifications

• Bachelor’s degree in non-profit management, business, human resources, information technology or related discipline required.
• At least three years related general administrative and/or project coordination experience required.
• Experience supporting executives, working on organization-wide operational initiatives, and working within IT/non-profit or medical association is highly desirable.

Responsibilities

• Coordinate and facilitate communication and workflow between the CAO and SVP and department staff, including approvals, timesheets, expense reports, scheduling meetings and information gathering.
• Manage calendar of appointments for CAO and SVP and prepare documents for meetings (Board reports, PowerPoint, Excel).
• Assist with budgeting and financial reports, including entering data, variance reports, forecasts, and invoices.
• Maintain HR information and intranet forms, create visually appealing messages, and monitor postings.
• Provide administrative and project support for HR, Facility Ops, Convention/Meeting Services, and IT activities as needed.
• Onboarding activities, posting new hire pictures, and updating HR-related platforms.
• Maintain HRIS data, upload documents, and post jobs internally.
• Develop organizational charts and assist with emergency response planning.

Skills

Executive support

Calendar management

MS Office

Budgeting software

Communication

Project coordination

Education

Bachelor’s degree (relevant)

Tools

Adobe Acrobat

SharePoint

Acumatica

WebEx/Teams

ADP

Job description

American Academy of Pediatrics is seeking an Executive Assistant in Itasca, IL to provide administrative, scheduling, and project support to the CAO, SVP, IT and HR/Corporate Services. The role includes handling budgets, board materials, and confidential communications.

Ideal candidates have 3+ years in administrative roles supporting executives, strong MS Office and budgeting skills, and a proactive, detail‑oriented approach with experience in IT or nonprofit settings.