Senior Administrative Assistant

Job Title: Senior Administrative Assistant

Industry: Healthcare

Location: Chicago, IL

Assignment Type: Contract-to-Hire

Pay: $27.00–$32/hour

Work Schedule: Monday–Friday, 8:00 AM–4:30 PM | Hybrid – 3 days onsite, 2 days remote

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About The Company:

Our client is a well-established hospital in Chicago providing specialized care across a variety of clinical areas. This opportunity supports a highly collaborative medical team within a busy specialty department and offers exposure to clinical, academic, and research initiatives.

Job Description:

We are seeking an experienced Senior Administrative Assistant to provide high-level administrative support to physicians and department leadership within a fast-paced hospital environment. This position will have a significant focus on complex calendar management, meeting coordination, scheduling, travel arrangements, and administrative project support.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing competing priorities for multiple physicians. This person should be confident working independently while communicating effectively with physicians, leadership, internal teams, and external partners.

Key Responsibilities:

• Manage complex and frequently changing calendars for multiple physicians, including meetings, appointments, and recurring commitments.
• Coordinate a high volume of internal and external meetings while resolving scheduling conflicts and prioritizing time-sensitive requests.
• Arrange business travel, prepare itineraries, and assist with travel-related logistics.
• Process expense reports, reimbursements, purchasing documentation, and other department expenses.
• Coordinate conference rooms, meeting spaces, and related logistics as needed.
• Prepare meeting agendas, presentations, correspondence, reports, and supporting materials.
• Maintain department documents, shared resources, contact lists, directories, and organizational information.
• Assist with physician and faculty recruitment activities, including interview scheduling, travel coordination, and meeting logistics.
• Support recurring department and team meetings through scheduling, communications, preparation, and distribution of materials.
• Maintain and update Excel trackers used for department activities, schedules, and other operational needs.
• Communicate with physicians and internal teams regarding scheduling changes, department initiatives, and outstanding action items.
• Provide administrative support for research activities, including coordinating meetings with external collaborators and organizing supporting documentation.
• Assist with grant-related administrative tasks, including collecting materials, coordinating feedback, and preparing supporting documents.
• Help organize materials associated with professional organizations, academic activities, and physician committee responsibilities.
• Manage multiple administrative projects simultaneously while ensuring deadlines and deliverables are met.
• Identify opportunities to improve administrative processes and overall department efficiency.
• Handle confidential information with professionalism and discretion.

Qualifications:

• 3+ years of administrative support experience in a professional environment preferred.
• Strong calendar management and high-volume scheduling experience required.
• Experience supporting multiple leaders, executives, physicians, or senior-level professionals strongly preferred.
• Hospital, healthcare, physician office, or academic medical environment experience is a plus.
• Advanced proficiency with Microsoft Outlook, including complex calendar management.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Experience with Concur or a similar expense management system is a plus.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities with the capacity to manage competing deadlines.
• Comfortable working independently and taking ownership of assigned responsibilities.
• Strong attention to detail and commitment to accuracy.
• Ability to build professional relationships across multiple levels of an organization.
• Demonstrated discretion when handling confidential or sensitive information.

Additional Details:

• Role supports two physicians with different administrative needs and working styles.
• Calendar management and heavy scheduling will be a significant portion of the position.
• Position also provides exposure to research, academic, grant, and department-level projects.

Perks:

• Opportunity for long-term/permanent employment.
• Exposure to a highly specialized hospital department.
• Variety of responsibilities beyond traditional administrative support.
• Collaborative and professional healthcare environment.