Administrative Assistant-Home Office
Job Title: Administrative Assistant-Home Office
Location: Chicago, IL
Work Hours: Full-time (based on a 37.5 hour work week)
Reports To: Director, Scientific Engagement
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 1,700 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 be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website www.alz.org to find out more about who we are and why we've been recognized as a Best Place to Work the last eleven years in a row.
The Administrative Assistant will coordinate and assist with the planning, management, and daily operations of the Medical & Scientific Relations Department under the direction of the Medical and Scientific Relations Directors and VPs and in compliance with Organization Standards and policy, and Medical and Scientific operations. This position requires a high-level of interpersonal communication, analytical, and organizational skills, with the ability to undertake multiple projects simultaneously.
Essential functions and responsibilities include, but are not limited to:
- Demonstrated multi-tasking, problem-solving, and prioritization skills to handle multiple projects simultaneously while adapting to changing needs and schedules in a fast-paced environment.
- Maintains calendars, including awareness of global time zones, and coordinates travel or virtual events/meetings for three Medical and Scientific Relations team members (VP or Directors), including all associated logistics and coordination with internal and external teams.
- Manages logistics of on-site, off-site and virtual meetings and assists Medical and Scientific Relations team with management and execution of meetings. Travels to, facilitates, and/or attends division-related meetings as needed.
- Maintains accurate and timely financial records (in compliance with our funding and travel policy and processes) for three Medical and Scientific Relations team members (VP or Directors); including processing and following up invoices for payment, reviewing and submitting reimbursement forms, and manages Concur reconciliation for monthly expenses accounting and reporting.
- Supports the flow of internal and external requests for information or Medical and Scientific Relations meeting/event requests and responds to customer questions in a timely manner with any required scheduling, paperwork or agreed-upon follow-up.
- Supports other Medical and Scientific Relations Administrative Staff and provides backup support for other Medical and Scientific Relations VPs, Directors or CSCO when needed.
- Assists with planning of travel for external research partners. Supports coordination of contract management and assists with gathering of Conflict of Interest Disclosures for external speakers or advisors, as well as reimbursement forms for external speakers and attendees, as appropriate.
- Coordinates with other Association departments and divisions as required.
- Recommends improvements to systematic processes.
- Performs additional duties as needed.
- Associate’s Degree required.
- 3 years of work related experience required.
- Bachelor’s Degree preferred.
- 5 years of work related experience preferred.
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.
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, tuition reimbursement, generous PTO 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 an Elder Care Facility Day of their choosing, plus Caregiver Leave.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, or any other characteristic protected by federal, state or local law.