Executive Assistant to President and CEO

Executive Administrator To President And Chief Executive Officer

This is a high-impact role for a proactive, strategic Executive Assistant who thrives in a mission-driven environment. As a trusted partner to the Chief Executive Officer (CEO), you will play a critical role in shaping how time, priorities, and information flow across the organization.

The Executive Administrator reports to the President and CEO and on a matrixed basis to the Chief of Staff (CoS), and interfaces with senior leadership, the Board of Directors, and external stakeholders to proactively drive coordination, communication, and decision-making support.

Essential Functions And Responsibilities

Executive Enablement and Strategic Calendar Management

• Own and optimize the CEO's calendar as a strategic asset, aligning time with organizational priorities.
• Ensure the effective execution of the CEO's schedule including appointments, conference calls, meetings, travel arrangements, lodging and ground transportation.
• Brief the CEO and CoS with key themes and focus areas for the day, week, and month on a regular basis.
• Anticipate needs, identify conflicts, and proactively re-prioritize based on evolving demands.
• Ensure the CEO is prepared with context, materials, and clear objectives for all engagements in a timely manner.
• Organize travel and travel-related documentation to ensure expense reports are completed properly, consistently meeting reporting deadlines.

Office of the President and CEO Operations

• Act as a central coordination point for the CEO and CoS.
• Maintain systems to track key initiatives, deliverables, and follow-ups to ensure execution and accountability. Leverage AI-enabled and digital tools to streamline workflows and improve efficiency.
• Field inquiries related to scheduling and other administrative matters from a broad range of internal and external stakeholders.
• Assist with preparation of presentations and other materials for the CEO and CoS, as needed.
• Process invoices as needed and assist with preparation of the annual budget for the cost centers associated with the Office of the President and CEO.
• Other duties as assigned.

Stakeholder & Board Engagement

• Engage with staff, senior executives, Board members, and external stakeholders with professionalism and sound judgment.
• Support Board-related logistics and materials in partnership with internal teams.
• Draft and manage high-level communications on behalf of the CEO.
• Serve as a backup for administration support for the Board of Directors, and the Executive Committee of the Board.

Meeting and Project Management

• Plan and support meetings initiated by the CEO or CoS, including scheduling, securing necessary resources (e.g., IT/audiovisual support), preparing and printing materials, and drafting minutes, as requested.
• Maintain organized electronic and physical filing systems for documents, correspondence, and materials related to the Office of the President and CEO.
• Serve as a project coordinator, as needed, for programs, meetings, and events initiated by the CEO or CoS.
• Keep the CEO and CoS apprised of organizational activities that may affect workflows and/or departmental collaborations.

Qualifications

Minimum

• 4+ years of experience as an executive or administrative assistant providing support to senior-level leadership, with at least 2 years supporting C-suite executives in a fast-paced environment.
• Strong executive presence and high level of discretion and integrity in handling confidential information.
• Demonstrated ability to operate with a high degree of autonomy and manage competing priorities with sound judgment.
• Advanced proficiency in Microsoft Office Suite.
• General project or event management and coordination experience.
• Bachelor's degree or equivalent, preferred.

Required Knowledge, Skill Sets, And Abilities

• Excellent organizational skills and ability to adapt quickly to meet changing demands.
• Strong interpersonal, written, and oral communication skills.
• Well-developed senses of judgment and discretion to appropriately handle confidential and/or sensitive information.
• Flexibility, including willingness to offer assistance in other areas as requested.
• Creativity and ability to be proactive and take initiative, while being comfortable asking for guidance and assistance when needed.
• Demonstrated ability to work both independently and collaboratively, with appropriate attention to detail and accuracy.

Work Environment/Conditions

• This is a hybrid position based out of the ACGME's Chicago office location, an average of 2-3 days a week and with the flexibility to work from an offsite location on other days.
• Work is performed in the ACGME office or a location that supports the typical operating demands of the work office, including use of high-speed internet and international telephone calling. In-person work on premises will vary with the CEO and Chief of Staff's schedules and needs; this will likely average multiple days per week.
• Standard full-time work hours, with some evening and weekend hours, usually with advance notice.

Benefits

The ACGME offers a very attractive benefits package that includes medical, dental, and vision insurance, paid time off, 401k plan, and other wellness benefits.

The ACGME is an Equal Opportunity Employer.