Sr. Staff Assistant II

American Medical Association

1d•$32 - $42•Hybrid

About The Position

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 provide 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.

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

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