Job Description

Executive Administrator

Full Time

Chicago (Loop) Hybrid (Tues/Thrs in office)

$74,757-80,000 base

Position Summary

This position provides administrative support to the APA and AICP Presidents, as well as to members of the executive leadership team, including the CEO and COO. It requires exceptional organizational, communication, and problem-solving skills, as well as the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will serve as a trusted partner, ensuring the efficient operation of the executive office while maintaining a high level of professionalism and discretion.

Critical Outcomes

• Maintain an organized schedule, logistics, and travel arrangements for the APA/AICP Presidents, CEO, and COO, ensuring their time is maximized and priorities are met.
• Coordinate cross-departmental projects, special initiatives, and events to support the strategic goals of the Executive Leadership Team.
• Provide timely and professional handling of communications, correspondence, and administrative processes to ensure smooth executive office operations.

Core Responsibilities

Executive Support:

• Act as the primary point of contact for the APA/AICP Presidents, CEO, and COO, managing communications, correspondence and scheduling.
• Provide personalized support to the APA/AICP Presidents, ensuring their APA calendar, meetings, and travel are well-organized and aligned with priorities.
• Coordinate logistics for meetings and appointments, including securing venues, preparing materials, and confirming attendees.
• Manage travel arrangements for the APA/AICP Presidents, CEO, and COO, including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare agendas, reports, presentations, and other materials for internal and external meetings as needed.
• Track and follow up on action items to ensure timely execution of priorities.
• Submit and approve CEO timesheets.

Operational Support:

• Coordinate cross-departmental projects and initiatives to align with executive priorities.
• Assist in planning and executing special events or initiatives led by the APA/AICP Presidents, CEO, or COO.
• Monitor and manage confidential files, documents, and records, ensuring proper organization and compliance with policies.
• Maintain inventory and manage procurement of office supplies.
• Coordinate facility maintenance and repairs with office lessor.
• Process incoming and outgoing mail.
• Provide building registration and access assistance to office visitors.
• Collaborate with accounting team to maintain a system to review and and approve invoices promptly

Administrative Tasks:

• Screen and direct incoming calls, messages, and inquiries with professionalism and discretion.
• Process and track expense reports, ensuring timely reimbursement for executives.
• Draft and proofread correspondence, reports, and other communications on behalf of the executives.
• Proactively identify opportunities to improve administrative processes and implement solutions.

Core Requirements

• Minimum of 5 years of experience providing executive-level administrative support, preferably in a nonprofit or professional membership association.
• Exceptional organizational skills with a high level of attention to detail.
• Strong written and verbal communication skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Proven ability to manage competing priorities and meet deadlines.
• Professional demeanor with excellent interpersonal skills to interact effectively with stakeholders, members, and staff.
• Familiarity with membership databases or association management software (AMS) preferred.
• Experience managing logistics for executive-level meetings and travel preferred.

Direct Reports

None

• Our organization is committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our impact will be.

Benefits Offered:

• Physical wellness : Health, dental, vision, voluntary life and disability programs, and discounted access to gym memberships
• Mental wellness : Paid time off, dynamic work environment, and EAP
• Financial wellness : Bonus incentives, retirement account, and access to financial planning tools

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