Administrative Assistant

Rosemont, IL 60018 US

Posted: 01/09/2019 Industry: Non-Profit Job Number: 20283 Pay Rate: $45-50K to start City: Rosemont, IL

Seeking an Administrative Assistant (Division Administrator) Who will report to the Associate Executive Director of Practice Management and Government Affairs for our client. This will be a high level administrative individual who will be responsible for variety of daily administrative activities for all departments within this Division. The Division administrator will be organized and professional; able to multi-task, take direction and complete projects on a timely basis. This position will start at $45-50K, with an increase once hired on permanently by our client, who is a Medical Association in Rosemont, IL.

Duties Include:


  • Process check requests for bills, annual fees, dues and subscriptions
  • Assist with Credit Card Processing; Managers and Senior Manager
  • Serve as Back-up to receptionist
  • Manage calendar updates, ensuring division events are up to date
  • Assist with onsite meetings
  • Organizing Division AED files as assigned
  • Scan and archive files as need
  • Answer calls and document caller requests
  • Assist with website review
  • Send/process reimbursement forms
  • Management of database list 

Assist with Managing Multiple Committee Tasks: 

  • Travel/meeting reimbursement following Committee meetings &/or Committee members attending industry meetings
  • Upload agendas to DocRecord following meetings
  • E-mail correspondence related to meetings: reminders, hotel confirmation, reimbursements
  • Assist with agenda preparation; convert Word documents to pdf
  • Prepare and coordinate Board cover sheets
  • Coordinate distribution of contribution packets to doctors
  • Assist with publication, report and flier layout
  • Compile monthly reports
  • Assist with Thank You acknowledgements
  • Assist with processing receipt of contributions
  • Sending communications
  • Database management 


  • Serve as primary liaison to Meetings Department including meeting logistic form completion
  • Assist with coordination of meetings development and marketing
  • Handle registration packet materials and ribbons
  • Prepare shipping labels and box inventory for shipments
  • Process division check requests
  • Update participant lists
  • Distribute meeting confirmations
  • Compare registrant and housing lists for meetings
  • Assist with e-mail correspondence as needed
  • Format speaker handouts and other meeting materials
  • Coordinate with Meetings and Finance departments to auto register leadership for both meetings and housing
  • Ensure calendar assignments for blast faxes, e-mails, e-news, etc are maintained 

Certification Program and Advisory Panel: 

  • Duplicate certificate
  • Handle PIN requests
  • Verify all examinees are listed in folders with actual scores
  • Answer general and logistic related inquiries
  • Assist with agenda preparation


  • Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.) and Adobe
  • History of working with databases and customer service
  • Project management experience
  • Strong ability to multi-task efficiently
  • Experience in administrative tasks such as processing check requests, assist with meeting preparation, development of brochures/printed materials
  • Experience with expense reimbursements including corporate credit card expenses
  • Prior switchboard relief experience or willingness to learn, including proper call directing
  • Self-sufficient, composed team player
  • Willingness to be trained on our client's systems and policies
  • Ability to complete assignments from multiple managers
  • Able to travel if necessary
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