Administrative Assistant, Meetings & Education

The American Academy of Physical Medicine and Rehabilitation (AAPM &R), the premier professional association for rehabilitation physicians, has an immediate opening for a Meetings Assistant.  We are working a hybrid schedule with biweekly work in our Rosemont, IL office.

AAPM&R serves more than 9,000 board certified physicians who specialize in physical medicine and rehabilitation (one of 24 board certified medical specialties). Representing approximately 70 percent of all rehabilitation physicians, AAPM&R is a leader in helping PM&R physicians acquire the continuing education, practice knowledge, leadership skills, and research findings needed to provide quality patient care, and to represent the best interests of patients with, or at risk for, temporary or permanent disabilities. For more information, visit www.aapmr.org.

General Summary

This position will provide administrative support to the Academy’s Meetings & Education teams. The candidate will support a high-impact team of meeting planners and work collaboratively with other departments to successfully implement Academy initiatives. 75% of this position will focus on supporting the operational logistics of the Annual Assembly, stand-alone courses and 30+ committee meetings throughout the year.

Duties and Responsibilities 

• Perform a range of administrative functions, including developing and maintaining spreadsheets, preparing, and formatting reports, designing forms, filing, scheduling calls, and processing team invoices and expense reports.
• Coordinate with department staff liaisons to manage in-house committee meeting logistics, including lodging arrangements, catering orders, and on-site support.
• Manage the procurement and inventory of event supplies, ensuring adequate stock levels and timely replenishment to support successful events.
• Assist in the creation and preparation of professional correspondence, detailed reports, visually appealing presentations, and comprehensive meeting materials.
• Maintain organized electronic filing systems for meeting-related documents.
• Participate in departmental meetings, take minutes, and track follow-up tasks.
• Assist with special projects and perform other duties as assigned by the Meetings Director or the AED, Education.
• Serve as customer service back-up as needed.

Required Knowledge, Skills, and Abilities

• Ability to organize, structure, and communicate information and ideas clearly, both verbally and in writing, using excellent diction, grammar, and vocabulary.
• Computer proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe.
• Exceptional customer service skills, including the ability to respond to Academy members, internal staff, and others in a professional, knowledgeable, helpful and friendly manner.
• Superior organizational skills with demonstrated ability to complete multiple tasks within deadlines.
• Works efficiently and collaboratively with a cooperative spirit.
• Ability to effectively collaborate within and across departments to achieve both departmental and organizational goals.
• Ability to assess and articulate ways to improve processes and programs.
• Maintains high professional standards of integrity, ethics, and commitment to the goals of AAPM&R.

Education and Experience

• Bachelor’s Degree or equivalent experience
• Experience in meeting planning and association management a plus.

Estimated Travel:

• Less than 5%  and includes travel to annual conference for on-site support