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American Medical Association · 2 days ago

Sr. Staff Assistant II

Chicago, IL

Full-time

Hybrid

Senior Level

$31.70/hr - $42.07/hr

5+ years exp

The American Medical Association (AMA) is the nation's largest professional Association of physicians and a non-profit organization. They are seeking a Sr. Staff Assistant II to provide support for the SVP office and IT Leadership Team, ensuring smooth operations through effective meeting scheduling and administrative support.

EducationHealth CareNon Profit

H1B Sponsor Likely

Responsibilities

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

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

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

Qualification

Executive support experienceCalendar managementMeeting coordinationPC literacyCommunication skillsMulti-taskingDiscretionInterest in technologyOrganizational skillsIntegrityAttention to detail

Required

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

Preferred

Interest and curiosity about technology preferred

Able to work extended hours on occasion

Benefits

Employees are also eligible to participate in an incentive plan.

Company

American Medical Association

Glassdoor3.5

American Medical Association promotes the art and science of medicine and the betterment of public health.

Founded in 1847

Chicago, Illinois, USA

1001-5000 employees

http://ama-assn.org

H1B Sponsorship

American Medical Association has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (7)

2024 (2)

2023 (5)

2022 (2)

2021 (2)

2020 (3)