Administrative Assistant II, IL Division Heart & Vascular Service Line

Advocate Health Care; Oak Lawn (IL); On-site; USD 43,000 - 60,000; Full time

Job summary

Advocate Health Care in Oak Lawn, IL is seeking an experienced Administrative Assistant to support multiple executive leaders with complex calendar management, meetings, site visits, and event planning.

Candidates should have at least 3 years of experience, strong Microsoft Office 365 skills, and a high school diploma. This role requires discretion, excellent communication, and the ability to handle confidential information.

Qualifications

• 3+ years' experience as an Administrative Assistant supporting executive level.
• Experience supporting multiple leaders (Director and above).
• Solid Microsoft Office 365 skills.

Responsibilities

• Schedules and prioritizes calendars for appointments, meetings, and travel.
• Assists with travel arrangements and expense reporting.
• Organizes all aspects of meetings and events, including agenda preparation and site selection.
• Answers, screens, and initiates phone calls; greets visitors and provides information.
• Resolves problems using policies and procedures.
• Performs complex word processing and document creation with minimal guidance.
• Compiles reports, graphics, and data; creates reports to support needs.
• Maintains filing systems and confidential records.
• Opens and prioritizes mail; initiates return correspondence.
• Conducts independent research and analyses to support administrative needs.
• Operates and maintains office equipment; may order supplies.
• Coordinates administrative details of special projects.
• May train other administrative staff.

Skills

Time management

Confidentiality

Initiative

Communication

Microsoft Office knowledge

Education

High School Diploma

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

Needed: Applicant who is an experienced Administrative Assistant that has supported multiple leaders (Director and above) to handle complex calendar management, coordination of meetings and site visits, event planning and has solid Microsoft Office 365 skills.

Experience Required

Typically requires a minimum of 3 years' experience as an Administrative Assistant supporting executive level.

Knowledge / Skills / Abilities Required

• Advanced time management and prioritization.
• High degree of confidentiality.
• Initiative and independent problem-solving.
• Strong written and verbal communication skills. Ability to communicate with various individuals tactfully and effectively, including highly visible customers/leaders.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Ability to create simple to complex documents, reports, graphs/charts, and presentations.
• Strong organizational ability and attention to detail.

Major Responsibilities

• Schedules and prioritizes calendars for appointments, meetings, and travel.
• Assists with travel arrangements and expense reporting.
• Organizes all aspects of meetings and events, including (but not limited to) agenda preparation, site selection, and document development.
• Answers, screens, and initiates phone calls. Greets visitors, providing procedural information and answering inquiries related to operational and substantive matters.
• Resolves problems and prioritizes needs using in-depth knowledge or policies and procedures.
• Performs complex word processing and document creation, including crafting/drafting correspondence, etc. with little to no guidance/instruction.
• Compiles reports, graphics, and statistical data. Creates reports independently (or with little instruction) and displays data to support needs, including the generation of existing reports.
• Maintains filing systems and confidential records.
• Opens, reads, and prioritizes mail, initiating return correspondence as appropriate.
• Conducts independent research and complex analyses, summarizing information to support administrative needs.
• Operates and maintains office equipment; may order supplies as needed.
• Coordinates administrative details of special projects.
• May act as a resource, providing training to other administrative staff.

Education Required

High School Graduate

Physical Requirements And Working Conditions

• Normal office environment; occasional lifting up to 20 lbs.
• Prolonged periods of sitting, standing, and keyboard use.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.