Executive Coordinator

  Brief Description The Executive Coordinator for the Chief of Staff is responsible for: Coordinating projects/activities and providing administrative support to the Senior Vice President, Chief of Staff (SVP/CoS) and Vice President, Deputy Chief of Staff (VP/DCoS) Coordinating logistical arrangements for SVP/CoS and VP/DCoS to execute member and staff meetings/events. Coordinating the Board and officers’ logistical preparation for events including the annual meeting. Effective communication with stakeholders, including senior member and staff leadership. Specific Duties Primary duties and responsibilities include:   Coordinates projects/activities and provides administrative support to the SVP/CoS and VP/DCoS Provides SVP/CoS administrative support and project coordination/research. Coordinates SVP/COS leadership and reporting unit (RU) meetings, including all RU staff, RU leadership, and other RU meetings. Coordinates Executive Operations (EXOP) staff meeting. Manages meeting logistics for the Compensation Committee, Board of Governors, Executive Committee, New Board Orientation, New Chair Orientation, and other committees of the Board. Works with the Meeting Planning to coordinate meeting specifications including venue, food, beverage and other details. Researches and plans group dinners. Ensures all necessary logistical information for meetings are communicated to and coordinated with appropriate RU staff. Prepares and distributes pre-meeting logistical information for staff, members and guests. Support events including Resident Forum Spring and Fall sessions, House of Delegates Spring and Fall sessions, Residents Forum Executive Committee, House of Delegates Steering Committee, and other events as assigned, eg webinars, receptions, etc. Coordinates the logistics for other RU department events including the President’s Appreciation and President’s Honors programs, committee staff sessions, annual meeting events, and RU celebrations. Coordinates on-site meeting scheduling, reserving rooms, AV and web conferencing, ordering, set up and clearing of food. Provides follow up for all meetings/events and distributes any post-event/meeting materials as needed.   Provides administrative support to the CAP officers and Board members in relation to their CAP duties to help to ensure alignment with the CEO, CAP Officers, Board of Governors, Executive Operations Team, and other groups as needed. Creates detailed schedules and resource materials for large meetings. Manages officer support calendar and inbox ensuring accurate and relevant information is included in calendar and correspondence has been addressed. Maintains and updates board partner list, W-9 forms, ACH forms, and office expense forms. Supports speaking engagements for the CAP Officers and designees for the Grand Rounds, State Pathology, and other identified meetings by providing the requestors with the needed files/information. Coordinates the Key committee calendar planning process on an annual basis, maintains timelines and distributes to the appropriate departments/Councils. Coordinates the administration of the electronic President Signature on documentation, finalize documents, and distribute accordingly. Coordinates logistics for incoming and outgoing officers and Board members (awards, plaques, pins/collars, stationery, business cards, email changes, etc) Coordinates the member VIP Hospitalization and Death Notification and condolence process on behalf of the CAP.   Coordinates the department’s preparation for national meetings and major events as assigned. Coordinates the development and maintenance of the officers, CEO, and Board members’ schedules at the annual and other major meetings. Coordinates the President Honors Awards and President Appreciation Awards logistics (selection of recipients, verifying summaries and booklet production, production of certificates, ordering pins, ordering gifts, and managing reception/luncheon). Acts as the main point of contact and provide communication and support to the CAP past presidents regarding annual meeting registration, expense reimbursement, and scheduling for inaugural celebration events.   Provides additional support including: Updates to reporting unit intranet resources. Maintains procedures for the Executive Coordinator’s responsibilities. Prepares materials to ship to the annual meeting. Enters Governance purchasing requisitions. Other duties as assigned. Knowledge/Skills Required/Preferred Personal: Positive energy, can-do attitude, takes initiative to assist others Possesses a high level of oral, written, listening, interpersonal, and organizational skills Ability to manage multiple priorities High attention to detail  Anticipates and proactively addresses needs Works independently as well as with others to produce timely, high-quality results Establishes and maintains productive, collaborative professional relationships across all levels   Professional: Excellent service orientation High degree of discretion and ability to recognize and handle confidential information   Technical: Proficient in Microsoft Office software required with emphasis on Outlook, Word, Excel, Teams and SharePoint. Formstack knowledge preferred. Ability to learn and navigate various computer applications with a desired proficiency in D365, Reliance, and Concur.   Education/Experience Education Post-secondary education preferred   Experience At least 5 years of professional-level business experience Experience working with senior member and staff leaders in a membership organization desirable Experience in nonprofit work preferred   Related certifications N/A   Additional Criteria Candidates must reside within 75-miles of the Northfield, IL office and meet in-office requirements. Salary: $34.00 - $43.00/hourly