Senior Administrative Assistant

Emergency Nurses Association; Schaumburg (IL); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Flexible hybrid work schedule

Supportive team environment

Job summary

A leading healthcare organization in Schaumburg, Illinois, seeks a Sr. Administrative Assistant to provide high-level support across various divisions. This role involves organizing meetings, managing confidential documents, and supporting projects. The ideal candidate should have a Bachelor’s degree, 1-3 years of administrative experience, and familiarity with project management tools. ENA promotes a hybrid work environment, allowing flexibility while maintaining a strong team culture.

Qualifications

• Minimum 1-3 years of experience in an administrative position.
• Program and/or Project management experience is necessary.
• Experience with CRM platforms like Salesforce.

Responsibilities

• Manage meeting agendas, notes, and follow-up actions.
• Coordinate travel arrangements for department staff.
• Prepare and review documents for divisional meetings.

Skills

Organizational skills

Communication skills

Customer service focus

Analytical skills

Team-oriented

Education

Bachelor’s degree or equivalent

Tools

Monday

Salesforce

Concur

Microsoft Suite

Zoom

Teams

Job description

Join us in shaping the future of emergency nursing! We are dedicated to our mission of advancing excellence and innovation through research, education, resources, advocacy, and collaboration. Our vision is a world where every emergency nurse is empowered and supported to deliver the highest quality patient care. If you're passionate about making a difference, growing professionally, and being part of a dynamic, supportive team, we invite you to join us in this exciting journey of care and progress.

ENA offers a flexible hybrid work schedule that allows employees the opportunity to work from the office two days a week and at home three days a week. We are headquartered in Schaumburg, Illinois.

GENERAL SUMMARY

The Sr. Administrative Assistant is part of the executive support team that provides high-level support to all divisions under the direction of the Sr. Executive Assistant. They ensure the smooth operation of daily activities, coordinated support in different cross-division initiatives and projects and continued support of ENA volunteer groups. The Sr. Administrative Assistant role requires handling confidential information with discretion, managing projects, and ensuring that deadlines and priorities are met.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Supports assigned divisional leaders in the areas of meeting management, including agendas, notes and follow up actions. Manages division or project calendars, schedules appointments, and coordinates meetings.
• Works in tandem with the Executive Support Team on high priority projects or initiatives that are cross functional, divisional or have higher volume support needs.
• May arrange travel accommodations, and itineraries for department staff, ensuring all logistics are handled efficiently as necessary.
• Prepares and reviews correspondence, presentations, reports, and other documents as needed for divisional and project meetings.
• Provides administrative support for projects, committees, workgroups and other department initiatives, including the development of meeting materials, meeting logistics, travel arrangements, as well as posting messages or documents to web-based ENA member communities.
• Maintains and organizes confidential files, documents, and records with the utmost discretion.
• Handles special projects and tasks as assigned, providing support for key initiatives and priorities that involve division leadership or committee participation.
• Contributes to the workplace culture that is consistent with the association’s culture statement and emphasizes the mission, vision, and values of the organization.
• Displays a high level of accountability, taking responsibility for individual actions and the impact on the organization. Views oneself as a reflection of the organization by following through on commitments and accepting ownership.
• Performs additional related duties as required or assigned.

QUALIFICATIONS

Required:

• Bachelor’s degree or an equivalent combination of education and experience
• Minimum 1-3 years of experience in an administrative position
• Program and/or Project management experience
• Customer service focus or experience
• Experience with Monday or other project management platform
• Experience with Salesforce or other CRM platform
• Experience with Concur or other travel/expense coordination platform

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent organizational and analytical skills
• Demonstrated commitment to providing excellent customer service
• Detail oriented
• Exceptional collaborative communication and interpersonal skills
• Team-oriented
• Ability to prioritize multiple and varied tasks under pressure, within established deadlines
• Excellent problem-solving ability and an ability to exercise a high level of discretion and independent judgement
• Computer proficiency in Microsoft Suite of products
• Experience managing Zoom and Teams video conferencing/webinars
• Ability to interface with staff, board members, and external relationships in a professional manner.

PHYSICAL DEMANDS

Nature of work requires an ability to operate standard business office equipment. Requires ability to communicate verbally and in writing in an exchange of information; collect, compile and prepare work documents; set-up and maintain work files. Use of the computer, with repetitive motion, is approximately 80%.

WORKING CONDITIONS

Majority of work is performed in a general office environment. Occasional travel may be required.