What are the responsibilities and job description for the Executive Assistant position at Academy of Nutrition and Dietetics?
EXECUTIVE ASSISTANT
The Academy of Nutrition and Dietetics (Academy), the world’s largest organization of Food and Nutrition professionals, is seeking an Executive Assistant, for our Chicago office. The Executive Assistant will provide high-level administrative support to the Chief Executive Officer (CEO), Chief of Staff (COS) and Board of Directors. This role requires a proactive, self-motivated individual who can effectively manage multiple tasks, collaborate with various teams, and maintain a professional representation of the Executive Office.
Responsibilities:
The Academy of Nutrition and Dietetics (Academy), the world’s largest organization of Food and Nutrition professionals, is seeking an Executive Assistant, for our Chicago office. The Executive Assistant will provide high-level administrative support to the Chief Executive Officer (CEO), Chief of Staff (COS) and Board of Directors. This role requires a proactive, self-motivated individual who can effectively manage multiple tasks, collaborate with various teams, and maintain a professional representation of the Executive Office.
Responsibilities:
- Provide executive support including Outlook calendar and shared inbox management, run virtual meetings via Microsoft Teams and/or Zoom platforms, and draft/transcribe correspondence as needed.
- Arrange conference calls, meetings, agendas, dossiers and amenities for the CEO, COS, Board of Directors and Executive Office as required.
- Facilitate the organization and confidentiality of Executive Office files, including the online Board portal and staff Sharepoint environments.
- Process contracts, invoices and expense reports — tracking multiple budgets.
- Provide support for the preparation and follow-up for Board of Directors, committee and other meetings — including creating/formatting/updating meeting materials (agendas, meeting packets, presentations, schedules, manuals and surveys), scheduling A/V, coordinating catered or off-site dining, and overseeing room set-up and supplies.
- Develop and implement special projects as directed (preparations for national conference,
Requirements:
- Five plus years of relevant work experience along with a two-year college degree are required.
- Extensive experience with the Microsoft Office Suite and Zoom meetings. Comfort learning new programs and technology required.
- Strong interpersonal skills, discretion and diplomacy, along with excellent communication skills, a service attitude and an in-depth understanding of and experience in working with C-Suite executives, preferably in a membership association environment.
- Must be able to work independently in a fast-paced environment and possess the ability to work under pressure and adapt to changing priorities and timelines.
- Strong initiative and schedule flexibility are required as occasional afterhours, weekend work and travel may be necessary (less than 5%).
- Proficiency in designing surveys, basic online forms, charts or graphs using Microsoft Word, PowerPoint, Excel and online survey instrument tools is a must.
About Us:
The Academy offers a competitive salary with an excellent benefit package including medical, dental, LTD, tuition reimbursement and 401(k) match with IMMEDIATE VESTING! We promote a professional and challenging team-based work environment.
The Academy of Nutrition and Dietetics is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their protected veteran or disabled status and will not be discriminated against.
The Academy offers a competitive salary with an excellent benefit package including medical, dental, LTD, tuition reimbursement and 401(k) match with IMMEDIATE VESTING! We promote a professional and challenging team-based work environment.
The Academy of Nutrition and Dietetics is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their protected veteran or disabled status and will not be discriminated against.
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