Executive Assistant #1208
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Chicago, IL 60611
The following describes the various aspects of the designated job. Some or all of these aspects may be changed over time, with or without notice, at the sole discretion of the Accreditation Council for Graduate Medical Education (ACGME).
Applicants must be currently authorized to work in the United States (US) on a full-time basis. The ACGME will not provide employment sponsorship for this position (e.g., H-1B Visa or other US employment authorization).
Title: Executive Assistant
Department: Department of Accreditation, Recognition and Field Activities
Reports To: Chief Accreditation and Recognition Officer
Work Schedule: Full-Time
The Executive Assistant provides administrative and operational support to the Chief Accreditation and Recognition Officer.
Primary Duties and Responsibilities
· Work directly with the Chief Accreditation and Recognition Officer to support all aspects of the daily work routine.
· Maintain the Chief Accreditation and Recognition Officer’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
· Serve as a liaison between the Chief Accreditation and Recognition Officer, ACGME staff and the public. This includes receiving and screening the Chief Accreditation and Recognition Officer’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
· Coordinate work with other ACGME staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
· Determine priority of matters of attention for the Chief Accreditation and Recognition Officer; redirect matters to staff to handle, or handle matters personally, as appropriate.
· Keep the Chief Accreditation and Recognition Officer advised of time-sensitive and priority issues, ensuring appropriate follow-up.
· Routinely perform a wide variety of support duties.
· Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
· Sort and triage mail; maintain e-mail and other address directories.
· Compose and prepare letters relating to routine correspondence for the Chief Accreditation and Recognition Officer’s signature.
· Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
· Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
· Prepare, reconcile, and submit expense reports.
· Maintain paper and electronic filing systems.
· Maintain confidential and sensitive information.
· Attend meetings and take notes of discussion; prepare initial draft of minutes and summaries.
· Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
· Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executive’s as needed.
Education, Knowledge, Skills, and Abilities
· Three to five years work experience providing executive-level support required; related work experience may be considered.
· Bachelor’s degree strongly preferred.
· Strong computer and typing skills required, including expertise with Microsoft suite of software: Outlook, Word, Excel, PowerPoint, and possibly Access.
· Proficient in use of internet.
· Professional and pleasant demeanor essential.
· Work with minimal supervision and exercise independent judgment and tact.
· Sophisticated telephone presence and skills vital.
· Excellent writing, grammatical, and proofreading skills required.
· Strong interpersonal and oral communication skills required.
· Must possess well developed senses of judgment and discretion to deal appropriately with confidential information.
· Demonstrated ability to manage a workload of diverse tasks and organize and prioritize work flow.
· Must be extremely detail oriented in approaching assigned tasks.
· High tolerance for working under stress of deadlines required.
· Willingness to gladly offer assistance in other areas as requested, flexible and self-initiating approach to taking on other responsibilities and finding additional ways to contribute.
Position requires the significant use of standard office equipment such as a computer, keyboard, mouse, photo copier, fax machine, telephone, etc.
· Most of the work of the Executive Assistant is done in the ACGME office with the typical physical demands of an office environment.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
While performing the duties of this job, the Executive Assistant:
· Will frequently be required to sit in meetings for long periods of time.
· Will be required to sit and work for extended periods of time at a computer terminal using various programs and other computer tools.
· Must willing and able to travel if required.
An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer
ACGME is an Equal Opportunity Employer M/F/Vets/Disability