Sr. Administrative Assistant

Are you cause-driven and can embrace our mission where brain tumors are eliminated?

Are you experienced in coordination of administrative activities and handling multiple priorities and want to combine those skills to benefit our nonprofit?

The American Brain Tumor Association (ABTA) is a steadfast advocate on behalf of the brain tumor community in the U.S. where we help patients, caregivers and their loved ones. Our mission is to advance the understanding and treatment of brain tumors with the goals of improving, extending and, ultimately, saving the lives of those impacted by a brain tumor diagnosis.

Join us as the Sr. Administrative Assistant at the ABTA! The Senior Administrative Assistant will report to the Chief Mission Officer and will directly support the Chief Mission Officer, the Chief Development Officer, and the Sr. Director of Business Operations. This role will involve a high degree of interaction at all levels within the organization and with key external contacts. This position will routinely coordinate administrative activities, handle multiple priorities, work with tight deadlines, address high priority requests and will be expected to problem solve.

This is a hybrid position is based in Chicago at the ABTA Headquarters and is required to be in the office 2 days per week

HOW YOU’LL SERVE OUR ORGANIZATION

Essential Responsibilities:

• 50% support of the Chief Mission Officer; 25% support of the Sr. Director, Business Operations, 15% support of the Chief Development Officer, and 10% other duties as assigned;
• Maintain calendars, identify conflicts and resolve promptly;
• Manage Mission related Board Committee need including scheduling, preparing slides, taking minutes for meetings staff coordination and summarizing in report format;
• Coordinate travel arrangements;
• Maintain reconciliation of expenses in accordance with ABTA guidelines;
• Provide diverse and advanced administrative duties for executives and provide support to the staff on an as needed basis;
• Perform a wide variety of administrative activities that require handling of confidential information and business critical assignments in a professional business manner. Prepare correspondence, distribution lists, and other documents as requested and maintain files; both electronic and hard copy.
• Exhibit a highly professional image;
• Lead and/or prepare presentation materials;
• Arrange for on-site and off-site meetings and office events such as conference calls and conferences both internal and external to ABTA;
• Enter contacts into Salesforce database for tracking constituents;
• Provide support to others in the development, business operations and mission departments as directed by the Chief Mission Officer, Sr. Director, Business Operations and Chief Development Officer;
• Utilization of project software management to align projects and tasks across Mission, Development, and Operations;
• Provide backup support to the Executive Assistant including BOD responsibilities as a secondary support;
• Other duties as assigned.

What we ask for:

• High School diploma required, Bachelors a plus;
• A minimum of 5+ years as an administrative assistant/Executive Assistant for executives;
• Ability to multi-task and work with tight deadlines, successfully leveraging Microsoft software packages in a professional environment (Word, Excel, Powerpoint and Outlook);
• A demonstrated ability to use, or learn new software applications;
• Demonstrated ability to handle multiple priorities and requests promptly and effectively;
• A demonstrated history of being able to exercise discretion and maintain confidentiality of highly sensitive information;
• Strong organization skills, exceptional attention to detail and accuracy;
• Experience dealing with ambiguity and handling stressful and difficult situations with composure.
• Experience with project management software, for example Asana, a plus
• Required to work in office 2 days a week and additional days as needed based on business needs

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work environment may involve moderate risks or discomforts, which require special safety precautions (e.g., automobile and airplane travel). This position does not require overnight travel. Additionally, while performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

Salary is $45,000-$52,000

Benefits including Medical, Dental, Vision, Life Insurance, Short & Long Term Disability, 401(k) including employer match, generous paid time off & holiday offering, Employee Assistance Plan and more!

If you are interested in joining our team, please forward a cover letter with your resume to [email protected].

Equal Opportunity Employer

The ABTA is an Equal Opportunity Employer and provides equal employment opportunities to all persons. The ABTA does not discriminate because of race, color, sex, sexual orientation, age, religion, national origin, or disability in accordance with applicable laws.