Senior Administrative Assistant - Military veterans preferred

Join Our Mission to Elevate Ambulatory Health Care

At AAAHC, we are more than just a team; we are at the forefront of improving health care quality through accreditation. Our employees are the heartbeat of our mission-based culture, dedicated to applying their diverse skill sets—technical, research, clinical, analytical, and data-driven—to improve health care quality through accreditation. As we celebrate over four decades of excellence, we invite you to become part of our story. Here, your work is not just a job; it’s a journey filled with opportunities to learn, grow, and contribute to a higher purpose. Embrace the chance to be part of a community that values quality every day and strives for excellence in ambulatory health care.

What do we offer?

We prioritize our employees’ wellbeing by providing a comprehensive benefits package that includes:

• Compensation: Receive annual merit increase consideration and an annual discretionary bonus
• Work-Life Balance: Enjoy generous paid holidays, increasing paid time off with tenure, and potential hybrid schedule eligibility
• Health & Wellness: Take advantage of our medical, dental, and vision plans including company contributions to HSA as well as our wellness reimbursement benefit
• Retirement Plan: Invest in your future with our robust 401(k) plan that includes a company contribution and match
• Professional Development: Advance your career with ongoing training and educational opportunities along with a tuition reimbursement program
• Life & Disability Insurance: Experience peace of mind with company-paid short/long-term disability, life, & AD&D insurance
• Employee Assistance Program: Access support services for personal needs

Position Description

Reporting directly to the Assistant Director, Governance & Chief of Staff, the Senior Administrative Assistant provides administrative, clerical, and project support to Governance and the President & CEO. Responsibilities include basic research and follow-up on information requests, clerical functions including preparing correspondences, arranging conference calls, scheduling meetings, collating/copying meeting materials, and completing governance meeting minutes. In addition, this position provides calendar, travel and expense support to the SVP, Marketing & Business Development (MBD) and supports with other administrative functions as requested including reception desk/phone duties and organization-wide events planning and execution. Success in this role requires sensitivity to confidential matters, a high level of professionalism and organization, excellent verbal and written communication skills, and intense attention to detail and quality presentation.

• Governance Administrative Support.Provide administrative and clerical support to the Governance department including:
  • Assist with meeting materials preparation for Board and other Governance Unit (GU) calls/meetings; provide AV support during virtual meetings and draft meeting minutes as assigned
  • Assist with pre-event and onsite logistics for Board meetings including hotel reservations and travel assistance; provide onsite support during all Chicago/HQ-based governance meetings
  • Distribute, collect, and track completion of annual Conflict of Interest forms, compliance training, and other LMS assignments for governance members; monitor quarterly governance virtual meeting registration and actual participation
  • Monitor and ensure the currency of the Governance Resource Center including staff liaison calendar, all related resource documents, final GU meeting minutes, staff liaison responsibilities list, conference call numbers; track and follow-up with staff liaisons to ensure timely materials posting and minutes completion; generate monthly materials distribution and minutes posting/approval turnaround time reports
  • Support the annual governance appointments process by managing distribution of Interest Survey and member/chair evaluation results; assist in materials collation and Chair/Chair-Elect/CEO appointments meeting coordination
• President & CEO Administrative Support.Provide administrative and clerical support to the President & CEO including:
  • Prepare monthly mailings and corresponding reports
  • Draft travel itineraries
• Marketing & Business Development (MBD) Administrative Support. Provide administrative and clerical support to the SVP, MBD including:
  • Arrange travel and prepare travel itineraries
  • Complete and submit SVP, MBD expense reports
• Other Administrative Support.
  • Assist in coordinating leadership and All Staff meeting facility set-up and IT/AV requirements
  • Provide backup administrative support to the Front Desk including special projects and phone duties as requested
  • Provide support in planning for organization-wide or other HQ training events and ‘day of’ support as requested

Minimum Qualifications and Job-specific Competencies Required

• At least 3 years’ experience in advanced administrative support including calendar management
• Effective time management; ability to multitask on projects with differing timelines and perform well under pressure
• Strong organizational and project management skills; anticipates needs
• Good, proactive communicator both written and orally
• Proactive problem solver with strong decision-making capabilities and an intense attention to detail
• Discrete; ability to manage confidential information appropriately
• Emotional maturity with ability to build strong relationships with senior staff, Board leadership, and external partners
• Client-service oriented
• Proficient in Microsoft Office tools (Outlook, Word, PowerPoint, Excel)

Preferred Qualifications

• Association management experience

Working Conditions & Travel Expectations

• Estimated travel: <10% including occasional weekend attendance at Board Meetings (not to exceed 3 times per year)
• Participate in evening Governance conference calls (12-18 per year)
• Ability to commute to work at least 3 days per week

Physical Requirements

Light work: Exerting up to 20 lbs of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

Salary varies based on experience, location, and qualifications