Staff Assistant III (Hybrid)

Staff Assistant III (Hybrid) Location Hybrid remote in Chicago, IL :

Chicago, IL/Greenville SC (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 for a Staff Assistant III on our Health Outcomes team. This is a hybrid position reporting into our Chicago, IL office or Greenville SC office, requiring 3 days a week in the office.

As a Staff Assistant III, you will support the AMA's Improving Health Outcomes (IHO) Mission/Strategy area by providing comprehensive administrative support to the senior leaders and staff for one or more areas of the IHO Group and assist in special projects. This role is pivotal in ensuring efficient departmental operations by providing administrative tasks, supporting senior leaders, and contributing to key projects.

RESPONSIBILITIES:

Administrative Support to IHO Senior Leaders

• Schedule meetings and coordinate complex calendars efficiently, including some legal scheduling with great attention to detail.
• Coordinate logistics for internal and external meetings, including room booking, meeting notes, catering, and technology setup.
• Make travel arrangements, including flight, hotel, and rental car with detailed itineraries in advance of executive's travel.
• Prepare and process expense reports including collection and retrieval of receipts and other supporting documentation in accordance with the AMA expense reporting policy.

Support Efficient Department Operations

• Support administrative office functions including but not limited to ordering supplies, attending AMA meetings, completing requests for computer hardware/software, and maintaining asset tracking reports.
• Assist in managing the budget, tracking expenses, reviewing invoices, communicating with vendors, and preparing/tracking purchase orders to ensure compliance with AMA standards.
• Interface and coordinate efforts with other areas of the AMA (e.g., IT, Reprographics, Finance).
• Support efficient file management to ensure timely and accurate record-keeping of department transactions and project work.
• Provide backup coverage to other administrative staff, as requested.

Administrative Support for Various Projects and Initiatives

• Work closely with team members to develop agendas, communication materials, journal submissions, advanced presentations, graphics, spreadsheets, and other documentation to support the various projects and initiatives of the department(s).
• Ship marketing materials to meetings/conferences ahead of scheduled events or send materials electronically.

May include other responsibilities as assigned

REQUIREMENTS:

1. Associate's degree required; bachelor's degree preferred.

2. Minimum three years of related work experience required.

3. Strong interpersonal skills: ability to interface effectively with people of varying disciplines and expertise.

4. Demonstrated ability to effectively manage time, prioritize work, and multi-task across many assignments; detail and task-oriented, with the ability to function effectively under tight deadlines with high workload, execute deliverables on time, and collaborate effectively as a team member.

5. Strong sense of confidentiality and a demonstrated ability to exercise discretion and make independent judgments.

6. Solid communication skills, both oral and written. Experience drafting correspondence. Superior proofreading skills and attention to detail.

7. Experience with administration of communications and marketing projects helpful, including working with consultants and other vendors.

8. Advanced level experience using Microsoft Office Software Suite (Word, Excel, Access, PowerPoint, SharePoint, and Outlook) required.

9. Experience with administrative systems and policy processes is required and willingness to learn and develop new skills.

10. Occasional travel to off-site meetings and satellite offices.

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

The AMA is dedicated to working with and providing reasonable accommodations to individuals with disabilities. If you require reasonable accommodation because of a disability in completing any part of the employment process, please e-mail [email protected] or call (312) 464-4734 to help us understand the nature of your request and provide us your contact information.