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Senior Administrative Assistant

2 months ago

Chicago, United States Alzheimer's Association Full time
Description

The Sr Administrative Assistant supports several Vice President(s) and the Chief Science Officer and Medical Affairs Lead (CSOMA) in all administrative matters that include calendars, travel, daily calendar and meeting support. We are seeking a highly skilled individual to provide top-tier administrative support. The ideal candidate will thrive in a dynamic, fast-paced environment and possess a blend of professionalism and efficiency. This role requires exceptional judgment, strong written and verbal communication skills, and the ability to effectively manage multiple priorities.

This position will report to the Sr VP, Medical & Scientific Relations and will be located in Chicago, IL.

Responsibilities

Essential functions and responsibilities include, but are not limited to:

  • Create daily agenda for CSOMA, ensuring accurate and supporting documents for all meetings planned.
  • Maintain calendars, including awareness of global time zones and coordinates travel or virtual events for meetings for CSOMA and Med Sci Vice President(s).
  • Support all scheduled activities for the supported Med Sci leadership, with any available resources such as meeting agendas, conference/webinar information, background information, historical emails, etc.
  • Order office supplies for Med Sci a timely manner.
  • Direct internal and external requests to the appropriate Med Sci team member and respond to internal and external questions in a timely manner.
  • Prepare and arrange all necessary travel, including transportation and lodging, and ensure information reflected accurately on the calendar, along with agendas and other preparatory information as applicable.
  • Procure all international visas and documentation needed to enter foreign countries.
  • Schedule requested meetings by CSOMA and/or VP(s) in a timely manner and ensure all participants have necessary meeting materials for the meeting (i.e. agendas, webinar information, etc.)
  • Send agendas for designated meetings by CSOMA and/or VP(s) in a timely manner
  • Maintains accurate and timely financial records (in compliance with our funding and travel policy and processes) for the Medical and Scientific Relations team members (CSOMA and VPs). This includes processing and following up invoices for payment, reviewing and submitting reimbursement forms, and managing WorkDay reconciliation for monthly expenses accounting and reporting within the required timelines.
  • Support travel emergencies for Med Sci Directors in emergency situations during office hours.
  • Work closely with and assist meeting logistics coordinators in Med Sci and conference services to ensure invitations and logistics for virtual and/or face-to-face meetings are carried out.
  • Support any meeting logistics staff persons for all Med Sci meetings requiring copies/shipping, compiling, and clerical support.

Qualifications

  • High school diploma or equivalent; Bachelor's degree preferred or equivalent combination of education and work-related experience
  • 5 years of experience supporting an executive or team
  • Previous experience in fast paced office supporting multiple executives daily and with international travel support experience.

Knowledge, Skills and Abilities

  • Excellent verbal, written (be able to type 50 WPM), and organizational skills to communicate in person or virtually using videoconferencing, phone or email.
  • Must be detail-oriented and able to review documents and email correspondence for content.
  • Must be expert or have mastery level skills with Google Suite (e.g. Gmail, Calendar, Docs, Sheets) and Microsoft Office Suite (e.g. Excel, Word, PowerPoint), including the ability to edit documents and maintain/make PowerPoint slides. In addition, must have proficiency with videoconferencing technologies (e.g. Zoom, WebEx), and travel coordination interfaces (e.g. Egencia, Airline, Hotel, Train, Auto Rental companies) with the ability learn new software quickly.
  • Experience with expense reporting (e.g. Concur), invoicing and accounts payable procedures.
  • Ability to develop and maintain a variety of databases and reporting mechanisms.
  • Ability to work independently, and collaboratively plan projects and meet deadlines.
  • Ability to develop and maintain relationships with internal and external constituencies and communicate with people at all levels of the Association.
  • Ability to understand scientific terms related to Alzheimer's disease and other related dementia.

Title: Senior Administrative Assistant

Position Location: Chicago, IL (on-site)

Full time based on 37.5 hours minimum

Position Grade: 506 - Non-Exempt

Reports To: SVP, Med & Scientific Operations

Who We Are:

The Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

At the Alzheimer's Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer's and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer's, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer's and dementia.

The Alzheimer's Association is committed to diversity, equity and inclusion in the workplace and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.

Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)