Executive Assistant

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Itasca, IL, US

2 days ago Requisition

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:

• 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.
• 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.
• 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.
• 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.
• 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.
• Schedule meetings; coordinate logistics, agenda development and dissemination; and follow up on action items as needed.
• 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.
• Utilize AI and other innovative solutions to implement process improvements that increase operational efficiency and enhance service delivery.
• Assist with updating websites, mailing lists, employee system access, and resolving basic user inquiries and issues, escalating advanced technical issues as appropriate.
• 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.
• 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.
• 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.
• 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.
• Assist with onboarding activities including posting new hire pictures, adding new employees to Linked In Learning, Culture Amp, and other HR-related platforms as requested. Send new hire notifications on various tasks, including entering…