Schaumburg Business Association

Administrative Assistant

American Society of Anesthesiologists, Inc.
Job Description
ADMINISTRATIVE ASSISTANT
 
With its offices in the Chicagoland area and in the nation’s capital, ASA’s goals are far-reaching: We aim to be the best medical society in the world by offering superior educational opportunities and resources for its members. After more than 110 years of existence, ASA still constantly looks to redefine itself. And, we can only do this with the help of skilled, motivated people. We’re looking for highly talented, member-centric people to join our team…and grow with us!
 
The Wood Library-Museum (WLM) remains committed to our mission as first defined in 1950: "To collect, preserve and make available to doctors of medicine and the lay public, publications, apparatus, archival resources and other materials pertaining to the special medical field of anesthesiology."
 
Position Summary:
This position will provide broad administrative and clerical support for WLM staff and researchers. Perform duties independently and demonstrate confidence and take ownership handling questions and phone calls. Assume responsibility for delegated administrative tasks. Perform “library-specific” tasks for which training will be provided.
 
Position Responsibilities:
  • Provide administrative and clerical support for WLM staff, including, but not limited to, word processing, faxing, filing, mailing/shipping, photocopying, scanning, answering phone calls/email requests, processing invoices/expense reports, creating forms/flyers/invitations (e-invites), recording/transcribing meeting minutes, and maintaining office supply inventory. Assist with increased digitizing efforts.
  • Arrange and schedule detailed meetings and conference calls and ensure appropriate follow-up for WLM staff, Board and committee members. Compile and distribute electronic and print WLM Board Meeting handbooks.
  • Effectively communicate with a variety of WLM stakeholders, including Board members, Program and Committee members, donors, and American Society of Anesthesiologists staff and physician members. This requires a high level of finesse, diplomacy, and professionalism.
  • Process donor gifts, including gift information entry, creating acknowledgment letters, obtaining the appropriate signatures before mailing, and making appropriate copies for office files.
  • Prepare mailings, extracting contact information, fact checking, creating and executing mail merges (including email merges), and folding letters and stuffing envelopes.
  • Assist with planning of WLM annual meeting and local events and dinners.
  • Proofread reports, presentations, program materials, communications and publications.
Position Qualifications:
  • Associate’s Degree preferred, or comparable work experience.
  • Minimum 5 years of experience working as an administrative assistant in advanced support role.
  • Proficiency with Microsoft Office (365) software, in particular Microsoft Excel and Microsoft Word; significant database experience a plus.
  • Experience with foundation, non-profit organization helpful.
Please follow the link to apply:  https://home.eease.adp.com/recruit/?id=15569851.
Contact Information