Executive Administrative Assistant II

NorthShore University HealthSystem; Elmhurst (IL); Hybrid; USD 40,000 - 60,000; Full time

Benefits offered by this job

Incentive pay for select positions

Annual increases based on performance

Career Pathways to Promote Growth

Medical, Dental, Vision options

Tuition Reimbursement

Free Parking

Wellness Savings Plan

Health Savings Account Options

Retirement Options with Company Match

Paid Time Off and Holidays

Community Involvement Opportunities

Job summary

NorthShore University HealthSystem in Elmhurst, IL is seeking an Executive Administrative Assistant to provide high-level support to the CIO, ensuring efficient operations in a fast-paced enterprise environment.

You will manage complex calendars, coordinate meetings with senior leaders, and handle confidential information with discretion, leveraging Microsoft 365 and AI productivity tools to streamline workflows.

Qualifications

• Bachelor's degree preferred or equivalent executive support experience.
• 5+ years of progressively responsible administrative or executive support experience.
• Experience supporting a senior executive in a complex organization; C-suite experience strongly preferred.
• Ability to manage confidential information with discretion and good judgment.

Responsibilities

• Manage a complex and dynamic executive calendar, proactively coordinating meetings and priorities.
• Coordinate meetings involving senior executives, IT and clinical leaders, Board and governance activities.
• Anticipate administrative needs and address scheduling, logistics, materials, and other requirements.
• Coordinate executive travel, itineraries, meetings, expenses, and related activities.
• Prepare and organize meeting materials, agendas, and correspondence for the CIO and stakeholders.
• Capture meeting notes and action items, with timely follow-up as needed.
• Draft, edit, proofread, and format executive communications with accuracy and professionalism.
• Handle confidential communications, assess urgency, and escalate appropriately.

Skills

Calendar management

Meeting coordination

Travel coordination

Communication

Discretion

Microsoft 365

AI productivity tools

Education

Bachelor's degree or equivalent in related field

Tools

Microsoft Outlook

Teams

Word

Excel

PowerPoint

SharePoint

Job description

Hourly Pay Range:

$29.03 - $43.55 - The hourly pay rate offered is determined by a candidate's expertise and years of experience, among other factors.

Position Highlights:

• Position: Executive Administrative Assistant
• Location: Elmhurst Hospital
• Full Time
• Hours: Monday-Friday, 8:00am - 5:00pm
• Primarily onsite position: will have periodic flexibility to work from home.
• Required Travel: local travel throughout health system will be required as needed.

Job Summary:

The Executive Assistant to the Chief Information Officer provides high level administrative support to the CIO in a complex, fast paced, and evolving enterprise environment. This role requires exceptional organization, judgment, discretion, initiative, and technology fluency.

The Executive Assistant anticipates administrative needs, manages competing priorities, coordinates effectively across executive offices and stakeholders, and helps ensure the Office of the CIO operates efficiently and professionally.

What you will do:

• Manage a complex and dynamic executive calendar, proactively coordinating meetings, resolving scheduling conflicts, and adjusting priorities as needs change.
• Coordinate meetings involving senior executives, IT leaders, clinical and operational leaders, Board and governance activities, external partners, and other stakeholders.
• Anticipate administrative needs and proactively address scheduling, logistics, materials, and other requirements before they become issues.
• Coordinate executive travel, itineraries, meeting logistics, expenses, and related administrative activities.
• Prepare and organize meeting materials, agendas, presentations, correspondence, and other executive documents.
• Capture meeting notes and action items when requested and support timely administrative follow up.
• Draft, edit, proofread, and format executive communications and correspondence with accuracy and professionalism.
• Manage incoming communications and requests, using sound judgment to assess urgency, coordinate responses, and elevate appropriately.
• Handle highly confidential and sensitive information with discretion and professionalism.
• Maintain organized executive files, records, contacts, and other information needed to support the CIO.
• Build strong working relationships with Executive Assistants and administrative professionals across Endeavor Health to support effective coordination and communication.
• Use Microsoft 365, collaboration platforms, AI enabled productivity tools, and other technology to improve administrative efficiency and simplify workflows.
• Identify opportunities to improve administrative processes, reduce unnecessary work, and make the Office of the CIO more efficient.
• Adapt quickly to changing priorities and remain organized, responsive, and composed during periods of high activity and organizational change.
• Provide additional administrative support and coordination as needed to ensure the effective operation of the Office of the CIO.

What you will need:

Education:

• Bachelor's degree preferred, or equivalent combination of education and relevant executive administrative experience.

Experience:

• Five or more years of progressively responsible administrative or executive support experience preferred.
• Demonstrated experience supporting a senior executive in a complex organization.
• Experience supporting a C suite executive strongly preferred.
• Experience managing complex executive calendars, travel, meetings, correspondence, and confidential information.
• Experience coordinating across multiple executives and administrative offices preferred.
• Healthcare experience preferred, but not required.
• Experience using technology to improve administrative workflows and executive productivity preferred.

Skills and Capabilities:

• Exceptional organizational and time management skills with demonstrated ability to manage multiple priorities simultaneously.
• Strong judgment and the ability to work independently with minimal supervision.
• Highly proactive, with the ability to anticipate administrative needs and take appropriate action without waiting for direction.
• Excellent written and verbal communication skills with strong attention to detail.
• Strong interpersonal skills and the ability to interact professionally and confidently with senior executives, team members, external partners, and other stakeholders.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
• Strong technology aptitude and demonstrated ability to learn and effectively use new digital and AI enabled productivity tools.
• Excellent calendar management and meeting coordination skills.
• Ability to manage confidential and sensitive information with a high degree of discretion.
• Strong problem solving skills and the ability to remain calm and effective in a fast paced environment.
• Resourceful and comfortable independently finding information, resolving administrative issues, and completing assignments.
• Strong service orientation with a warm, professional, and collaborative approach.
• Commitment to continuous learning and improving how administrative work gets done.

Benefits (For full time or part time positions):

• Incentive pay for select positions
• Opportunity for annual increases based on performance
• Career Pathways to Promote Professional Growth and Development
• Various Medical, Dental, Pet and Vision options
• Tuition Reimbursement
• Free Parking
• Wellness Program Savings Plan
• Health Savings Account Options
• Retirement Options with Company Match
• Paid Time Off and Holiday Pay
• Community Involvement Opportunities

Endeavor Health is a fully integrated healthcare delivery system committed to providing access to quality, vibrant, community-connected care, serving an area of more than 4.2 million residents across six northeast Illinois counties. Our more than 25,000 team members and more than 6,000 physicians aim to deliver transformative patient experiences and expert care close to home across more than 300 ambulatory locations and eight acute care hospitals - Edward (Naperville), Elmhurst, Evanston, Glenbrook (Glenview), Highland Park, Northwest Community (Arlington Heights) Skokie and Swedish (Chicago) - all recognized as Magnet hospitals for nursing excellence. For more information, visit www.endeavorhealth.org.

When you work for Endeavor Health, you will be part of an organization that encourages its employees to achieve career goals and maximize their professional potential.

Please explore our website (www.endeavorhealth.org) to better understand how Endeavor Health delivers on its mission to "help everyone in our communities be their best".

Endeavor Health is committed to working with and providing reasonable accommodation to individuals with disabilities. Please refer to the main career page for more information.

At Endeavor Health, we are united by a shared commitment to working together to create a culture of connection and belonging-each of us bringing different skills and experiences as we deliver safe, seamless, and personal care. Every person, every time. We are committed to fostering an environment where all team members can be their best, learn, and pursue excellence together.

EOE: Race/Color/Sex/Sexual Orientation/ Gender Identity/Religion/National Origin/Disability/Vets, VEVRRA Federal Contractor.