Administrative Assistant - Part-Time

Company Overview
We are the American Academy of Sleep Medicine (AASM), an innovative professional medical association located in Darien, IL, a southwest suburb of Chicago. Established in 1975, the AASM is a professional, forward-thinking membership organization dedicated to the advancement of sleep medicine and related research. Our mission is to a dvance sleep care and enhance sleep health to improve lives. We strive to have sleep recognized as essential to health . We represent a combined membership of 12,000 accredited member sleep centers and individual members, including physicians, scientists, and other healthcare professionals.
In pursuit of improving sleep health and promoting high-quality patient-centered care for all people, the AASM is dedicated to fostering a culture that is committed to excellence, inclusive, flexible, collaborative, appreciative, supportive, and innovative. We strive to live out these team values each day and are looking for others who would like to do the same.
Job Summary
We’re looking for someone to join our team as a part-time Administrative Assistant in support of the organizational affairs of the association reporting to a director. This multi-tasking guru will be responsible for meeting preparation and follow-up for our executive team and Board of Directors, regular communication with the general public, and other administrative duties. The ideal candidate is personable, professional, highly organized, and efficient. This hybrid position will require no more than 28 hours/week, with flexible work hours Monday through Friday. While office presence is NOT required, we strongly encourage two days a week in the office to strengthen our collaborative and supportive culture. There will be instances in the future for all staff to report to the office for certain staff meetings/functions. As a result, only local candidates will be considered for this position.
Responsibilities and Duties

• Maintain files, perform data entry, and type reports, memos, correspondence, and lists. Proofread documents for grammatical and typographical errors
• Perform related duties and responsibilities as assigned.
• Coordinate email, written and verbal communication to inquiries from the general public.
• Manage special projects as assigned which often require independence and judgment skills that are in agreement with organizational policy.
• Limited travel is required with this position (5%), which may include weekends.
• Facilitate logistics for Board of Directors meetings, special events at the SLEEP meeting, and other face-to-face events, including the travel arrangements of board members, meeting logistics, and arranging dinners.
• Provide support services to the Director of Organizational Affairs, including but not limited to scheduling meetings, processing and inventory orders, processing expense reports or reimbursement requests, and creating meeting materials.
• Assist with managing and prioritizing the daily workload and adjusting for revised priorities, including preparing meeting materials, reports, and spreadsheets.

Qualifications and Skills

• Strong interpersonal skills and ability to handle issues with respect, integrity, and sensitivity
• Demonstrates a high level of emotional intelligence
• Ability to demonstrate a proactive approach to problem-solving
• Ability to use discretion and maintain confidentiality
• Ability to read, analyze and interpret reports
• Excellent written and verbal communication skills
• Strong project management or organizational skills
• Minimum two years of experience as an administrative assistant or similar role with demonstrated success in achieving exceptional results
• Ability to establish and maintain effective working relationships with current and prospective members, affiliates, and with other departments
• High school diploma or equivalent
• Working knowledge and understanding of Microsoft Office and scheduling/calendar management experience

The AASM is proud to be an Equal Employment Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Aside from the great job opportunity, we offer a team-oriented and fun work culture. We invite you to visit " Working at AASM (https://aasm.org/about/working-at-aasm/) " for a glimpse of AASM work life. Check out the great perks available to part-time employees.

• Seasonal staff events
• Service recognition and peer-to-peer platform with reward points for gift card or donation redemption
• DoorDash meal perks in-office
• Twice daily “plank breaks”
• Business casual environment
• Weekly “Wellness Wednesdays” with walk, stretch, and healthy snack breaks

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