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College of American Pathologists (CAP) · 3 weeks ago

Executive Assistant Operations & Shared Services

Winnetka, IL

Full-time

Onsite

Mid Level

$38/hr - $48/hr

3+ years exp

The College of American Pathologists (CAP) is the world's largest organization of board-certified pathologists and a leading provider of laboratory accreditation and proficiency testing programs. The Executive Assistant Operations/Shared Services is responsible for providing administrative support to the Vice President and assisting with departmental operations, while contributing to the service culture of the organization.

EducationMedicalNon Profit

Comp. & Benefits

Responsibilities

Providing routine administrative support to the Vice President, Management and other personnel within Operations/Shared Services

Serving as a focal point for dissemination of departmental information

Compiling and preparing monthly operating statistics and assisting with other special projects for the Reporting Unit (RU)

Contributing to the College’s and RU service culture by supporting divisional/departmental needs and service relationships with other areas

Working within guidelines established by the Vice President, often making independent decisions to ensure accomplishment of division objectives

Provide routine administrative support for Vice President, Directors, and divisional management staff such as appointment scheduling, copying, filing, and phone support, etc. Maintains Vice President’s calendar and coordinates with other organization and RU calendars

Perform routine word processing, flow charting, and editorial support. Maintains Operations/Shared Services intranet/SharePoint pages, Org Charts, and coordinates the quarterly newsletter, along with editorial support. Provides updated department/staff listing for mail center and facilities teams

Coordinate and prepare presentation and meeting materials, including preparation of meeting minutes for staff, special projects, and occasional member meetings

Coordinate and execute annual and ad hoc celebration and other events within the RU, including logistics around scheduling, activities, catering/menu selection and decor

Prepare and monitor purchase requisitions, seminar requests, and other expenses for division staff when needed

Represent RU on the ASK Task Force/Core Group, bringing pertinent issues and information from an operational support perspective. Collaborate with administrative staff across the organization on various projects and events

Provide routine systems and process expertise to Operations/Shared Services and others for the CAP’s intranet, Purchasing Request, Expense Management, Reliance Document Control, Dayforce Time and Attendance, Microsoft tools, e.g. Outlook, Teams, Word, Excel, Visio, OneNote, et al

Provide training or quick tips for all software noted above, both as refresher training or for new employee onboarding

Coordinate audio, video and web conferencing for RU; administer Zoom account and train users on web/phone conferencing as needed

Maintain RU distribution lists and Teams channels

Serve as trainer and support for Reception duties, updates procedures in coordination with Facilities, Contact Center Supervisor and RU leadership

Collaborates with Conference Room Calendar team to triage and address CAP staff conference room issues and monitor conference room request folders for staff issues and questions

Assist with training of reception duties and assist other admins/divisions as needed for phone and conference room scheduling

Supports the Facilities team with tracking and reporting of badge information; responds to incoming service requests and forwards to the Limble system

Assist with drafting and/or info-mapping of procedures as needed. Monitor annual review of procedures within Reliance and provide notification to items that are overdue

Compile data, prepare monthly charts, and other reports for various departmental metrics, i.e., turnaround time, budget, badging, awards/recognition, and others as needed

Process, sort and deliver incoming and outgoing inter-departmental and intra-divisional mail and ordering of divisional office supplies

Exercise initiative to suggest process improvements and information sharing across the RU as appropriate

Other duties and special projects as assigned

Qualification

MS Office proficiencyOracleERP systemsCommunicationOrganizational skillsMathematical aptitudeAnalytical skillsInterpersonal skillsTeam playerFlexibility

Required

Excellent communication skills, both written and verbal

Strong interpersonal skills; adept in dealing with internal and external contacts on a professional level

Excellent Organizational skills with solid attention to detail

Goal oriented, self-starter with ability to work independently to reach due dates

Mathematical aptitude a plus with demonstrated ability to interpret data and think critically

Able to organize work and manage multiple priorities, under time constraints

Team player with demonstrated service excellence who works collaboratively to support others under fluctuating demands

Excellent understanding of business practices and office procedures

Exhibits flexibility to meet changing business needs

Proficient computer skills with aptitude for new software applications

MS Office experience necessary, with proficiency in use of Windows, Outlook, Word, PowerPoint and Excel

Competency in Oracle, or other ERP system, covering Purchasing, Expense, Business Intelligence, and Budgeting related applications

College degree preferred, High School graduate

Minimum 3 to 5 years general office or secretarial/administrative experience; with several years executive level preferred

Analytical and advanced spreadsheeting skills a plus

Preferred

College degree preferred, High School graduate

Benefits

Generous compensation and benefits package

401K

Company

College of American Pathologists (CAP)

The College of American Pathologists (CAP) is the premier organization of board-certified pathologists dedicated to fostering and advocating excellence in the practice of pathology and laboratory medicine worldwide.

Founded in 1946

Naperville, Illinois, USA

501-1000 employees