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Sr. Staff Assistant II

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.

At AMA, our mission to improve the health of the nation starts with our people. We foster an inclusive, people-first culture where every employee is empowered to perform at their best. Together, we advance meaningful change in health care and the communities we serve.

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 Sr. Staff Assistant II on our Technology team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 days a week in the office.

As a Sr. Staff Assistant II, you will p rovide support for the SVP office and IT Leadership Team (ITLT). Responsible for meeting scheduling, coordination and follow-ups, and general administrative support. Ensuring smooth and effective operations, and timely, professional responses.

RESPONSIBILITIES:

SVP office and ITLT Operation Coordination

+ 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

+ Handle routine calls and correspondence personally or redirect to others as appropriate

+ Coordinate administrative duties with Assistants throughout the enterprise

+ Communicate all requests from staff, senior management, and trustees to SVP, ensuring prompt response, proper prioritization, and confidentiality

+ Assist the SVP in their capacity as member of outside boards, committees, 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

Travel and Expense Processing

+ Handle conference registrations and occasional travel details

+ 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

Other Administrative Support

+ Schedule and coordinate meeting scheduling on behalf of SVP and ITLT including, but not limited to, 1:1’s, department meetings, and cross-BU meetings. Assist with meeting invitations, materials, meals, audio-visual support, and other logistics; collaborate with Corporate Services to ensure meetings are setup and align with AMA procedures and policies

+ Produce accurate and timely minutes for high-priority meetings and follow-up on actionable items from meetings as appropriate to ensure timely completion of tasks

+ Edit documents for spelling, punctuation, and grammar, and provide suggestions on content improvement when appropriate

+ Complete contracts through Ironclad as needed

+ Collaborate with internal parties including Finance, HR, and OGC as needed

May include other responsibilities as assigned

REQUIREMENTS:

+ High school diploma or equivalent education required, bachelor’s degree preferred

+ 5+ years' work experience required in a professional office environment, utilizing solid knowledge of standard business practices / methods

+ Minimum of 2 years’ experience supporting senior executives required

+ Superior multi-tasking, planning, and organizational skills needed

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

+ Diplomacy and tact required in internal and external communications

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

+ Discretion and integrity required when processing highly confidential information

+ Proficiency in or interest in learning basic website content management (e.g., SharePoint or similar)

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

+ Proofreading skills and attention to detail in reviewing documents and presentations required

+ Interest and curiosity about technology preferred

+ 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.

This role is a non-exempt position and the hourly range for this position is $31.70-$42.07/hr. This is the lowest to highest rate we believe we would pay for this role at the time of this posting. An employee’s pay within the salary range will be determined by a variety of factors including but not limited to business consideration, geographical location, as well as candidate qualifications, such as skills, education, and experience. Employees are also eligible to participate in an incentive plan. To learn more about the American Medical Association’s benefits offerings, please click here. (https://www.ama-assn.org/about/ama-career-opportunities/thrive-and-grow-your-career-professional-development-ama)

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