Executive Assistant - Contract to Hire (Hybrid)

HS Executive Assistant

Chicago, IL (Hybrid)

The American Medical Association (AMA) is the nation's largest professional Association of physicians and a non-profit organization.

We are a unifying voice and powerful ally for America's physicians, the patients they care for, and the promise of a healthier nation.

To be part of the AMA is to be part of our Mission to promote the art and science of medicine and the betterment of public health.

We continuously work to embed equity in our internal practices and are committed to increasing the diversity of our staff across all levels of the organization.

We intentionally work to create the right conditions to enable our employees to feel that they can be their authentic selves and fully participate in the life of the enterprise.

We encourage and support professional development for our employees, and we are dedicated to social responsibility. We invite you to learn more about us and we look forward to getting to know you.

We have an opportunity at our corporate offices in Chicago for a HS Executive Assistant on our Health Solutions team. This is a hybrid position reporting into our Chicago, IL office, requiring 2 days a week in the office.

As a HS Executive Assistant, you will support the Senior Vice President, managing day to day administrative duties for the SVP Office.

RESPONSIBILITIES :

Coordinate daily operations to ensure the smooth and effective operation of the SVP office

• Communicate all requests from staff, senior management, and trustees to SVP, ensuring prompt response, prioritizing appropriately, and maintaining confidentiality
• Handle routine calls and correspondence personally or redirect to others as appropriate
• Coordinate administrative duties with Assistants throughout the enterprise
• Assist the SVP in her capacity as member of outside committees, boards, etc
• Assist with the development of SVP presentations and memos : perform basic research and summarize findings, enhance format, proof materials, and communicate on behalf of SVP as directed.
• Prioritize and maintain SVP's calendar of activities and related details; ensure SVP and attendees have necessary materials and follow-up to inform SVP and others of all meeting details.

Manage SVP's travel schedule and business expenses

• Handle all travel details including flight, hotel, and rental car with detailed itineraries
• Submit and ensure payment of SVP's business expense reports in a timely manner; monitor credit card account
• Research and track questions / discrepancies regarding travel budgets, policies, and processes

May include other responsibilities as assigned

REQUIREMENTS :

Bachelor's degree required

5+ years' work experience in a professional office environment to include solid knowledge of standard business practices / methods

Experience supporting senior executives is strongly preferred

Previous experience supervising / leading other administrative staff experience helpful

Superior multi-tasking, planning, and organizational skills needed

Excellent interpersonal, verbal, written, communication skills to interact effectively with internal and external executives

Diplomacy and tact are required in internal and external communications

Must be able to work independently and exercise sound judgment in executing responsibilities

Discretion and integrity required, as incumbent has access to highly confidential information

PC literacy required including Excel, Word, PowerPoint, and Outlook; strong PowerPoint skills essential

Proofreading skills and attention to detail in reviewing documents and presentations

Able to work extended hours on occasion

The American Medical Association is located at 330 N. Wabash Avenue, Chicago, IL 60611 and is convenient to all public transportation in Chicago.

We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment.

As an EOE / AA employer, the American Medical Association will not discriminate in its employment practices due to an applicant's race, color, religion, sex, age, national origin, sexual orientation, gender identity and veteran or disability status.

THE AMA IS COMMITTED TO IMPROVING THE HEALTH OF THE NATION

Apply Now

Share

Save Job