Executive Administrative Assistant - Facilities, Full-Time, Days

Northwestern Medicine; Chicago (IL); On-site; USD 55,000 - 72,000; Full time

Job summary

Northwestern Medicine is seeking an Executive Administrative Assistant to provide executive-level support to Department Chairs and Vice Presidents. The role requires independent judgment, superb organization, and strong interpersonal skills, with proficient use of Word, Excel, and PowerPoint.

Responsibilities include managing calendars, coordinating meetings and events, handling confidential materials, and acting as a gatekeeper for the executive office.

Qualifications

• Associate degree or equivalent relevant work experience.
• 3-5 years of experience in a business office with a strong emphasis on database management and customer service.
• Knowledge of Microsoft Office, PowerPoint, and Excel.
• Ability to organize and think independently. Excellent interpersonal skill.

Responsibilities

• Independently performs high level administrative work supporting executive level personnel.
• Serves as project manager for special projects; conducts studies and analyses and makes recommendations.
• Creates and revises systems and procedures by analyzing operating practices and forms control.
• Manages calendar; sets meeting priorities and materials needed; ensures appropriate attendees.
• Screens incoming email, mail, and telephone calls; routes and prioritizes communications.
• Plans and executes events, activities, and meetings.
• Prepares and distributes materials for presentations to staff at all levels.
• Maintains confidentiality of sensitive information and communicates on behalf of the Executive.
• Acts as a gatekeeper to protect the executive's time and relationships with internal/external customers.
• Records meeting discussions and conclusions.

Skills

Microsoft Office

PowerPoint

Excel

Calendar management

Communication

Education

Associate degree

Job description

Description

TheExecutive Administrative Assistantposition reflects the mission, vision, and values of Northwestern Memorial, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines, and all other regulatory and accreditation standards.

The Executive Administrative Assistant is responsible for executive-level administrative support to Department Chairs, and Vice Presidents within the organization and must use independent judgment and authority to execute projects and maintain workflow. The incumbent will work as part of team and demonstrate superior organization skills, strong interpersonal and communication skills, and attention to detail proficient Microsoft application skills (Word, Excel, and PowerPoint) and be highly flexible and adaptable.

Responsibilities:

• Independently performs high level technical and administrative work supporting executive level personnel and the division or unit he/she is responsible for.
• Serves as a project manager for a variety of special projects; conducts special studies and analyses and makes recommendations to resolve organizational, procedural and system problems.
• Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory, and office layout.
• Implements changes independently for areas of responsibility. For issues outside responsibility, makes recommendations and, following managerial review, implements changes.
• Uses NM software applications to research and prepare documents and presentations. Collects, analyzes, and manage data.
• Manages calendar; sets meeting priorities; identifies objectives of meetings and identifies materials needed for meeting; exercises judgment to ensure appropriate parties attend meeting.
• Screens incoming email, mail, and telephone calls to assign priority, route as needed, identify additional resources needed to address and/or respond to the communication.
• Independently plans and executes events, activities, and meetings.
• Assists with creation, preparation, and distribution of materials to be presented to all levels of organizational staff.
• Reads, research, and routes correspondence while maintaining security and confidentiality of highly sensitive information.
• Communicates directly, and on behalf of the Executive, on all matters related to the Executive’s initiatives and areas of responsibility.
• Develops and maintains relationships with all internal and external customers. Serves as a “gatekeeper” to the Executive to help manage and protect his/her time.
• Records meeting discussions by attending meetings and recording key discussions and conclusions.
• Performs other duties as assigned.

Qualifications

Minimum Requirements:

Education:

• Associate degree or equivalent relevant work experience.

Experience:

• 3-5 years of experience in a business office with a strong emphasis on database management and customer service.

Behavioral Attributes:

• Knowledge of Microsoft Office, PowerPoint, and Excel.
• Ability to organize and think independently. Excellent interpersonal skill

Preferred:

• B.A. degree or business equivalent and 5 years business experience.

Equal Opportunity

Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check. Results are evaluated on a case‑by‑case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well‑being while providing protection for unexpected life events.

Click on or copy and paste URL to your browser to view detailed benefits information https://jobs.nm.org/benefits

Please refer to the Benefits Eligibility by Employment Classification to determine benefits eligibility for job postings.

If sign-on bonus is included in a job posting eligibility is as followed: Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign‑on bonus. Exception: New graduate internal employees seeking their first licensed clinical position as a Registered Nurse at NM may be eligible.