The Association for association professionals in Chicagoland

The American Board of Thoracic Surgery (ABTS) is seeking a highly organized and service-oriented Administrative Assistant to join our collaborative team. As a small organization, every role at ABTS is meaningful, and each staff member plays an important part in fulfilling our mission.

ABTS serves the public interest and the profession of thoracic surgery by promoting excellence in practice through certification. We advance high standards through rigorous evaluation and examination, leadership in education, and a commitment to professionalism, lifelong learning, and continuous certification.

The Administrative Assistant serves as a key resource for candidates, Diplomates, committee members, and staff by providing exceptional administrative support and helping ensure the smooth operation of the organization.

Key Responsibilities

Member and Customer Support

• Serve as the primary point of contact for the public by responding to phone and email inquiries in a professional and timely manner.
• Assist candidates and Diplomates with certification database portal access and support.
• Maintain accurate records and assist with database updates and management.

Administrative Operations

• Coordinate the annual dues process, including invoicing, payment processing, reconciliations, and member communications.
• Generate correspondence and maintain organizational files.
• Scan, organize, and maintain electronic records to ensure efficient retrieval and secure document management.
• Assist with office mailings and incoming/outgoing mail distribution.
• Monitor and order office and kitchen supplies.
• Coordinate building management requests and office-related needs.

Committee and Communications Support

• Serve as staff liaison to the Communications, Research, and Publications Committee.
• Provide administrative support, meeting coordination, and follow-up communications.
• Collaborate with committee members to plan and execute editorial calendars, social media initiatives, and communication campaigns.
• Track and report campaign metrics and engagement data.

Program and Meeting Support

• Support Certification Program Managers with examination application processing, residency program annual reports, and related projects.
• Assist with examination preparation, production, and distribution of materials.
• Coordinate meeting logistics and provide on-site support as needed.

Technical Skills

Successful candidates will demonstrate proficiency in:

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Adobe Acrobat
• Database management systems
• Project management platforms
• AI and automation tools
• General business technology and office systems

The ability and willingness to learn new technology platforms and software applications is essential.

Work Environment

ABTS offers a hybrid work schedule, including:

• In-office: Tuesday and Wednesday (Downtown Chicago)
• Remote: Monday, Thursday, and Friday

Candidates should reside within commuting distance of the Chicago office and be available for required in-person workdays.

Requirements

• Associate’s degree or equivalent combination of education and experience
• Minimum three years of administrative experience with a medial association, certification board or healthcare-related organization
• Excellent communication, customer service, and interpersonal skills.
• Strong organization skills with exceptional attention to detail
• Ability to maintain confidentiality and exercise discretion
• Proven ability to manage multiple priorities and work independently
• Team-oriented approach with a positive, cooperative attitude
• Flexibility and adaptability in a dynamic work environment

Compensation & Benefits

In addition to a competitive starting salary, ABTS offers a competitive compensation package, including:

• Annual bonus eligibility
• Medical, dental, and vision insurance
• Basic life, AD&D, and long-term disability insurance
• Flexible Spending Account (FSA)
• 401(k) plan with employer contribution
• 13 paid holidays
• 15 days of Paid Time Off (PTO)

How To Apply

Please submit your resume and cover letter through the Association Forum Career Center.

In your cover letter, tell us:

• Why you are interested in this opportunity
• Why ABTS is a strong fit for your skills, experience, and career goals