Executive Assistant, Care & Support Division
The Executive Assistant will coordinate and assist with the planning, management, and daily operations of the Care and Support division under the direction of the Chief Program Officer. This position requires a high-level of interpersonal communication, analytical, and organizational skills, with the ability to undertake multiple projects simultaneously.
This position is based at the Home Office in downtown Chicago, Illinois and reports to the Chief Program Officer.
Essential functions and responsibilities include, but are not limited to:
- Maintains calendars and coordinates travel for Chief Program Officer and other Care and Support staff, including all associated logistics and coordination with on-site teams; reviews expense reports for compliance with travel policy and processes in a timely fashion.
- Manages logistics of on- and off-site meetings, webinars and teleconferences and assists Care and Support staff with management and execution of internal meetings.
- Maintains accurate and timely financial records for Care and Support staff, including processing and following up invoices for payment, reviewing and submitting reimbursement forms, as directed by director(s), supports preparation of monthly financial reports, and manages reconciliation for staff monthly expenses accounting and reporting.
- Supports coordination of contract management for Care and Support staff and assists with the maintenance of the Conflict of Interest Disclosures for advisory boards.
- Maintains monthly reports for department budget, forecast and expenses.
- Coordinates with other departments and divisions as required.
- Travels to and/or attends related meetings as needed for logistical support.
- Prepares and compiles PowerPoint presentations and other documents/materials for the Chief Program Officer.
- Serves as the technological liaison between the IT department, Office Support Team, outside vendors and department.
- Recommends improvements to systematic processes.
- Performs additional duties as needed.
- Bachelor’s degree preferred or equivalent combination of education and work-related experience
- 5 years of experience supporting an executive or team
Knowledge, Skills and Abilities
- Demonstrated multi-tasking, problem-solving, and prioritization skills to handle multiple projects simultaneously while adapting to changing needs and schedules in a fast-paced environment
- Ability to develop and maintain relationships with internal and external constituencies and communicate with people at all levels of the Association
- Excellent verbal, written, and organizational skills to communicate in person and using phone or email
- Proficient with Microsoft Office Suite (e.g. Excel, Word, PowerPoint), Google suite and Google mail systems with the ability learn new software quickly
- Ability to help plan projects and meet deadlines
- Must be detail-oriented and able to review documents for content. Experience in care/support and/or diversity, equity and inclusion material is preferred
- Must be able to type 50 WPM
- Must be able to develop and maintain a variety of databases and reporting mechanisms
- Ability to understand scientific terms related to Alzheimer’s disease and other related dementia
- Experience with coordinating departmental budgets and perform mathematical calculations as needed
- Possess the ability to lift up to 25lbs
Title: Executive Assistant to Care & Support Division
Location: Chicago, IL (Hybrid)
Work Hours: Full-time (based on 37.5 hour work week)
Reports To: Chief Programs Officer
Who We Are:
The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia - by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.
At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.
We warmly invite qualified applicants to consider this opportunity to make a life changing impact on the millions living with Alzheimer’s, their caregivers and those that may be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website www.alz.org to find out more about who we are and why we've been recognized as a Best Place to Work the last 12 years in a row.
Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, tuition reimbursement, five weeks PTO and ten paid holidays, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan and up to six weeks Paid Family Leave annually.
Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, or any other characteristic protected by federal, state or local law.