Executive Assistant (Hybrid)

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 Executive Assistant on our Medical Education team. This is a hybrid position reporting into our Chicago, IL office, requiring 2 times a month.

As a Executive Assistant, you will coordinate all major administrative operations for the Chief Academic
Officer/Group Vice President's (GVP) Office and provide general support to the
CAO/GVP and other staff as assigned.

RESPONSIBILITIES:

Administrative Support

• Conducts and manages executive administrative duties so that the Chief Academic Officer/GVP Office operates in a smooth and effective manner.
• Develop, implement, and maintain processes and procedures to improve the flow of information and work products.
• Manages agendas for multiple teams across the BU.
• Responsible for aspects and tasks of the BU committees.
• Coordinate projects assigned to the office and complete various assignments by specified deadlines.
• Responsible for scheduling all of the GVP's internal and external meetings and conference calls. Manages the GVP's calendar.
• Responsible for all of the GVP's travel arrangements including air flights, hotel, and ground transportation.
• Manage membership and reimbursement expenses.
• Produce spreadsheets, presentations, correspondence, agendas, and reports as needed.
• Edit materials at a standard for final distribution.
• Plan and facilitate meetings with staff; compile and distribute agenda materials, and coordinate follow-up communication and actions related to meetings.

Operations Support

• Responsible for the process to fulfill all Board of Trustees and Executive Vice President's correspondence for the Medical Education Group and other requests.
• Develop, implement, and maintain processes and procedures to improve the flow of information and work products.
• Coordinate projects assigned to the office and complete various assignments by specified deadlines.

May include other responsibilities as assigned

REQUIREMENTS:

1. High school diploma required; Bachelor's degree strongly preferred.

2. At least 5+ years experience in an administrative position required, including demonstrated exceptional administrative skills, skills in organization, multi-tasking and prioritization.

3. Strong sense of confidentiality and a demonstrated ability to exercise discretion and independent judgment.

4. Strong interpersonal skills.

5. Excellent verbal and email communication skills

6. Moderate budgeting skills needed. Experience with reimbursement management and event planning (for business unit) preferred.

7. Proficiency in Microsoft Office suite of software, and ability / interest to learn new software, required.

8. Proficiency in Asana preferred

9. Demonstrated ability to work in a team setting as well as independently.

10. Demonstrated ability and substantial experience to perform effectively under stress and to perform effectively on concurrent multiple projects.

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