Executive Assistant - Contract to Hire (Hybrid)

American Medical Association - Chicago, IL

Full-time - Mid Level

Hybrid - Chicago, IL

Professional, Scientific, and Technical Services

About the position

The Executive Assistant position at the American Medical Association (AMA) is a hybrid role that supports the Senior Vice President (SVP) of the Health Solutions team. This role involves managing day-to-day administrative duties, ensuring smooth operations within the SVP's office, and acting as a liaison between the SVP and various stakeholders. The position requires a high level of professionalism, discretion, and the ability to handle confidential information while providing excellent support to senior management.

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 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, 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, including handling all travel details and submitting expense reports in a timely manner
• 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
• Experience supporting senior executives is strongly preferred
• Previous experience supervising/leading other administrative staff is helpful
• Superior multi-tasking, planning, and organizational skills
• Excellent interpersonal, verbal, written communication skills
• Diplomacy and tact required in internal and external communications
• Ability to work independently and exercise sound judgment
• Discretion and integrity required due to 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
• Ability to work extended hours on occasion