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 The Executive Administrator to the President and Chief Executive Officer (CEO) manages a broad variety of administrative and operational tasks for the Office of the President and CEO. This role reports to the CEO and on a matrixed basis to the Chief of Staff (CoS). The Executive Administrator works with the Board Relations and Awards Program Manager as needed to serve as a backup for administration support for the Board of Directors, and the Executive Committee of the Board.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES - Plan, organize, and manage the extremely active calendar of the CEO, ensuring with the CoS that scheduling is appropriately prioritized; arrange and coordinate domestic and international travel.
- 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, handling time-sensitive and priority issues, and ensuring appropriate follow-up.
- Communicate directly and, as requested, on behalf of the CEO and CoS on matters related to programmatic initiatives and projects.
- Research, prioritize, and follow up on organizational issues and concerns addressed to the CEO, including those of a confidential and/or sensitive nature; determine appropriate course of action, referral, and/or response in conjunction with the CoS.
- Keep the CEO and CoS informed of organizational activities that may affect workflows and/or departmental collaborations. Keep track of when various groups that the CEO wishes to connect with are meeting at the ACGME.
- Successfully complete critical aspects of deliverables, including drafting a variety of correspondence and other tasks that facilitate the CEO's and CoS's efficiency, timeliness and responsiveness.
- Compose and prepare written communications related to routine correspondence requiring the CEO's signature.
- Track budgetary spend vs plan, process invoices as needed, and assist with preparation and submission of the annual budget(s) for the cost centers associated with the Office of the President and CEO.
- Prepare and submit expense reports related to operations of the Office of the President and CEO and approve expense reports and time off requests for those reporting to the CEO, as delegated.
- Other duties as assigned.
SUPERVISORY RESPONSIBILITY None
QUALIFICATIONS Minimum - 6+ years of experience as an executive or administrative assistant providing support to senior-level leadership and requiring significant internal and external interaction and handling of confidential information.
- Expert knowledge in Microsoft Office Suite, specifically Outlook, PowerPoint, and Excel.
- General project management/coordination experience.
Preferred - Significant experience supporting C-suite leaders in a health care, educational, or non-profit organization.
- Bachelor's degree or equivalent
- Experience with event planning and management.
- Work experience with the ACGMEor in graduate medical education as an administrator, coordinator, or program manager a plus.
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 problem-solving ability.
- 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.
- Expertise with Microsoft Word and Outlook is required; facility with PowerPoint is highly desirable; experience with Excel is preferred.
WORK ENVIRONMENT/CONDITIONS - This position is based in a typical office environment with no specific physical requirements.
- Work is performed in the ACGME office or a home office 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. 
