Executive Assistant to President and CEO

Job Description

Job Description

The offered salary will be determined by a variety of factors including an applicant’s education, years of experience, knowledge, skills, and abilities as well as internal equity and alignment with market data.

Job Title:

Executive Administrator to President and Chief Executive Officer

Department:

Office of the President and Chief Executive Officer

FLSA Status:

Exempt

Reports to:

President and Chief Executive Officer

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 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).

JOB OVERVIEW

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.

SUPERVISORY RESPONSIBILITY

None

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.