Staff Assistant III

　　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 Staff Assistant III on our Medical Education team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 times a month.

　　As a Staff Assistant III , you will Support the Medical Education Group by providing general administrative support and technological assistance to VPs, Director, and staff. Provide administrative support for projects undertaken by the Medical Education Group with a focus on meetings and events. Responsible for conducting routine duties to ensure smooth and efficient operation of the Group’s functions.

　　RESPONSIBILITIES:

　　Administrative Support for Various Projects, Meetings, Events, and Initiatives

　　Work closely with Directors and other staff to develop and design materials to support the needs of the intended audience, including spreadsheets, PowerPoint presentations, meeting documentation, correspondence, and reports.

　　Coordinate calendars and schedule meetings; provide materials for meeting participants and arrange logistics as needed; organize conference calls, complete, and submit expense reports, and maintain daily calendars as requested.

　　Support the meetings and events team with administrative functions related to meeting planning and execution, including scheduling planning calls, management of registration and hotel room block lists, management of attendance lists, transportation arrangements, travel reimbursements, etc.

　　Support the use of meeting-related technology tools/resources (Teams, Zoom, Miro, Qualtrics, Doodle, Asana, etc.) to ensure in-person and virtual convenings are engaging and efficient. Research and implement new tools and products to enhance virtual meetings.

　　Monitor hybrid and virtual work needs and resolve software, hardware, and scheduling problems.

　　Administrative Support to Medical Education team members

　　Schedule meetings and conference calls and coordinate calendars for two executive team members (provide materials for meeting participants.

　　Make travel arrangements and complete and submit expense reports.

　　Provide technical assistance when needed.

　　May include other responsibilities as assigned

　　REQUIREMENTS:

　　Associate’s degree or high school diploma/ GED plus 4 years of work experience in an administrative role required; bachelor’s degree preferred.

　　Minimum 3+ years related work experience required, in particular with meeting planning/execution and administrative tasks.

　　Proficiency in Microsoft Office suite of software (Word, Excel, Access, PowerPoint, SharePoint, and Outlook) required. Familiarity with project management tools (Asana) and virtual meeting applications/tools a plus and interest in basic video editing through Teams.

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

　　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 and high workload.

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

　　Strong written and verbal communication skills and the ability to assist with managing budgets.

　　Strong technology/computer skills; ability to learn new platforms, online programs, etc. quickly and teach team members how to use them and a desired interest in or some exposure/experience with social media and digital marketing.

　　Demonstrated ability to work independently on multiple assignments simultaneously; ability to function effectively as a team member.

　　Occasional travel to off-site meetings

　　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