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Company Contact Info

  • Des Plaines, IL 60018
  • Stivers Staffing

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Administrative Assistant

Stivers Staffing Services • Des Plaines, IL

Posted 13 days ago

Job Snapshot

Full-Time
Travel - Negligible
Degree - High School
$45,000.00 - $50,000.00 /Year
Not for Profit - Charitable, Healthcare - Health Services, Other Great Industries
Admin - Clerical, Customer Service, Accounting
Relocation - No

Job Competition

31

Applicants

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Job Description

Administrative Assistant


Administrative Assistant


Administrative Assistant

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:

Administrative: 

  • 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 

Meetings/Workshops/Webinars: 

  • 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

QUALIFICATIONS 

  • 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

Email: [Click Here to Email Your Resumé].  Refer to job #20283.

Administrative Assistant


Administrative Assistant


Job Requirements

QUALIFICATIONS 

  • 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


Related terms:  executive administrative assistant, executive secretary, secretarial, senior administrative assistant, sr admin asst, exec admin asst, office administrator, administrative support, office support, computer skills, pc skills, Word, Excel, word processor, word processing, spreadsheet.


Administrative Assistant


Job ID: 20283
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