Executive Administrative Assistant - Oncology, Full-Time, Days

Northwestern Medicine; Chicago (IL); On-site; USD 60,000 - 85,000; Full time

Job summary

Northwestern Medicine is seeking an Executive Administrative Assistant to support two Vice Presidents in the Oncology Department. The role requires exceptional communication, discretion, and the ability to manage priorities in a fast-paced academic medical center environment.

The successful candidate will coordinate calendars, meetings, travel, and expense reports, and will prepare correspondence and presentations for executive leadership.

Qualifications

• Associate degree or equivalent relevant work experience.
• 3–5 years in a business office with emphasis on database management and customer service.
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Ability to organize independently and communicate effectively.

Responsibilities

• Manage complex, frequently changing calendars for two VPs in Oncology.
• Coordinate meetings, events, and executive engagements; arrange travel.
• Prepare and process expense reports and reimbursements accurately.
• Prepare correspondence, presentations, and executive communications.
• Monitor deliverables and ensure timely follow-through among stakeholders.

Skills

Calendar management

Microsoft 365

Interpersonal skills

Independent thinking

Database management

Customer service

Education

Associate degree or equivalent

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

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.

We are seeking a highly organized, proactive, and professional Executive Administrative Assistant to provide comprehensive support to two Vice Presidents within the Oncology Department of an Academic Medical Center. This individual will serve as a trusted partner to executive leadership, helping manage priorities, facilitate communication, and ensure the seamless execution of administrative and operational activities across a complex, fast-paced environment.

The ideal candidate is an exceptional communicator who can interact confidently, professionally, and with discretion among executive leaders, physicians, faculty, researchers, staff, and external partners. This role requires outstanding judgment, attention to detail, and the ability to anticipate needs, manage competing priorities, and adapt quickly to changing circumstances.

Key responsibilities include managing complex and frequently changing calendars; coordinating meetings, events, and executive engagements; arranging travel; and preparing and processing expense reports and reimbursements accurately and efficiently. The Executive Administrative Assistant will also prepare correspondence, presentations, meeting materials, and executive communications; monitor key deliverables and action items; ensure timely follow-through on commitments across multiple stakeholders; and perform other duties as assigned.

The successful candidate will exercise independent judgment in managing executive time and priorities, proactively identify and resolve issues, and serve as a central point of coordination for a broad range of internal and external relationships. The role demands strong organizational skills, exceptional professionalism, and the ability to handle sensitive and confidential information with the highest level of integrity.

The ideal candidate is resourceful, adaptable, highly responsive, and committed to delivering exceptional service. Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint, is required. Experience supporting multiple senior executives and managing high-volume, complex calendars in a healthcare, academic medicine, or other large matrixed organization is strongly preferred.

Qualifications

Minimum Requirements:

• 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:

• Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint
• Ability to organize and think independently. Excellent interpersonal skills.

Preferred:

• B.A. degree or business equivalent and 5 years business experience.
• Experience supporting multiple senior executives and managing high-volume, complex calendars in a healthcare, academic medicine, or other large matrixed organization is strongly preferred

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.

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.