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Administrative Assistant

Job Title
Administrative Assistant
Chicago,  IL 60606
Other Location
The Administrative Assistant is responsible for providing administrative support for the President & CEO, senior management and the Operations team. The support provided by this role includes scheduling, coordinating meetings and conferences, note-taking, preparing meeting materials and working on special projects. The Administrative Assistant interacts with a diverse group of external callers and visitors as well as internal contacts and clients at all levels of the organization. The Administrative Assistant is a member of the Operations team, which includes the areas of Human Resources, Talent Management, Information Technology, and general office oversight. The Operations team works together to provide high quality and timely support to the work of the organization, with a focus on providing excellent customer service to its internal customers while maintaining excellent relations with external contacts.

The salary for this role is $42,000 to $44,000.

Administrative Support
  • Provide clerical and administrative assistance to the President & CEO, senior management and the Operations team
  • Schedule appointments and meetings, prepare documents, prepare expense reports and check requests, and make travel arrangements as requested
  • Schedule and coordinate logistics (i.e., preparing materials/handouts, securing meeting rooms/venues, setting up room, ordering food) for activities such as meetings, conferences, project events and department activities (i.e., team meetings)
  • Manage the President & CEO’s calendar
  • Type and design general correspondences, memos, charts, tables, graphs; proofread documents for spelling, grammar and layout, and make appropriate changes
  • Record, type and distribute meeting minutes
  • Make photocopies, scan, file, mail and perform other clerical functions
  • Assist the President & CEO, senior management and the Office Manager with various projects
  • Serve as back-up for the reception/front desk
  • Serve as back-up to the Office Manager.
Board Support
  • Schedule and coordinate meeting logistics for several board and board committees; send agendas, reminders, prepare materials/handouts, order food and draft notes/minutes
  • Draft emails on a weekly basis
  • Update and maintain board lists
  • Provide administrative assistance for Board of Directors activities including: preparing materials/handouts, meeting preparation and set-up, uploading information to AFC’s board communications site, maintaining Board contact information, and other related activities.
  • Assist with agency-wide activities as directed, including Annual Meeting, AIDS Run & Walk, and others
  • Protect organization's value and manage risk by keeping information confidential
  • Perform other duties as assigned
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in this class. The omission of an essential function does not preclude management from assignment of duties not listed herein if such functions are a logical assignment to the position


Minimum Qualifications
  • Associate’s degree and 2 or more years administrative support experience OR 4 or more years administrative support experience
  • PLUS 1 or more years experience using intermediate Microsoft Office functionality (for example, Excel, Word, Outlook, PowerPoint)
Preferred Qualifications
  • Experience assisting with special projects (i.e., office relocation, special projects coordination)
  • Experience working in a HIPAA compliant environment
  • 1 or more years experience using basic graphic design software (i.e., Photoshop, Visio)
  • The ability to maintain accurate work records and access these records as necessary
  • The ability to attend to and verify the accuracy and completeness of detailed information in paper documents or electronically (i.e., charges, data, due dates)
  • The ability to use computer and web-based systems (e.g., PC-based tools, Microsoft applications, Web-based applications)
  • The ability to provide efficient, quality service to both internal and external customers
  • The ability to prioritize, plan, and coordinate work activities, and manage resources so that work objectives are accomplished efficiently

The physical demands are representative of those found in a general office environment.  

The work environment is representative of that found in a general office environment.  Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (20-25 pounds.) Tasks may involve extended periods of time at a keyboard or workstation and on the telephone.

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