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.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.