Job summary
Staff Assistant III (Hybrid)Location: Hybrid remote in Chicago, ILChicago, IL/Greenville SC (Hybrid)
Job seniority: mid-to-senior level
Responsibilities
• Schedule meetings and coordinate complex calendars efficiently, including some legal scheduling with great attention to detail.• Coordinate logistics for internal and external meetings, including room booking, meeting notes, catering, and technology setup.• Make travel arrangements, including flight, hotel, and rental car with detailed itineraries in advance of executive's travel.• Prepare and process expense reports including collection and retrieval of receipts and other supporting documentation in accordance with the AMA expense reporting policy.• Support administrative office functions including but not limited to ordering supplies, attending AMA meetings, completing requests for computer hardware/software, and maintaining asset tracking reports.• Assist in managing the budget, tracking expenses, reviewing invoices, communicating with vendors, and preparing/tracking purchase orders to ensure compliance with AMA standards.• Interface and coordinate efforts with other areas of the AMA (e.g., IT, Reprographics, Finance).• Support efficient file management to ensure timely and accurate record-keeping of department transactions and project work.• Provide backup coverage to other administrative staff, as requested.• Work closely with team members to develop agendas, communication materials, journal submissions, advanced presentations, graphics, spreadsheets, and other documentation to support the various projects and initiatives of the department(s).
Requirements
• Associate's degree required; bachelor's degree preferred.• Minimum three years of related work experience required.• Strong interpersonal skills: ability to interface effectively with people of varying disciplines and expertise.• Demonstrated 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 with high workload, execute deliverables on time, and collaborate effectively as a team member.• Strong sense of confidentiality and a demonstrated ability to exercise discretion and make independent judgments.• Solid communication skills, both oral and written. Experience drafting correspondence. Superior proofreading skills and attention to detail.• Experience with administration of communications and marketing projects helpful, including working with consultants and other vendors.• Advanced level experience using Microsoft Office Software Suite (Word, Excel, Access, PowerPoint, SharePoint, and Outlook) required.• Experience with administrative systems and policy processes is required and willingness to learn and develop new skills.• Occasional travel to off-site meetings and satellite offices.
