Executive Administrative Assistant-Urology Administration

Northwestern Memorial Hospital; Chicago (IL); On-site; USD 42,939 - 61,992; Full time

Benefits offered by this job

$10,000 Tuition Reimbursement annually

$10,000 Student Loan Repayment

$1,000 Professional Development annually

$250 Well-Being Fund annually

Matching 401(k)

Excellent medical, dental and vision coverage

Life insurance

Annual Employee Salary Increase and Incentive Bonus

Paid time off and Holiday pay

Job summary

A major healthcare institution in Chicago is seeking an Executive Administrative Assistant to provide high-level administrative support to Department Chairs and Vice Presidents. The ideal candidate should possess 3-5 years of relevant office experience and be proficient with Microsoft Office. Responsibilities include managing executives' schedules, supporting special projects, and maintaining confidentiality in communications. This role offers a competitive salary, comprehensive benefits, and opportunities for career growth.

Qualifications

• 3-5 years of experience in a business office with strong emphasis on customer service.
• Ability to organize work independently and excellent interpersonal skills.

Responsibilities

• Provide executive-level administrative support to Department Chairs and Vice Presidents.
• Manage calendars and set meeting priorities.
• Implement changes for areas of responsibility.
• Develop relationships with internal and external customers.
• Communicate directly on matters related to the Executive’s initiatives.

Skills

Organizational skills

Interpersonal skills

Communication skills

Microsoft Office proficiency

Education

Associate degree or equivalent

Bachelor's degree or business equivalent (preferred)

Tools

Microsoft Office

PowerPoint

Excel

Job description

The salary range for this position is $31.17 - $45.00 (Hourly Rate)

Placement within the salary range is dependent on several factors such as relevant work experience and internal equity, and for positions represented by a labor union it is guided by the rules outlined in the collective bargaining agreement.

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well‑being while protecting against unexpected life events. Please visit our Benefits section located at jobs.nm.org/benefits to learn more.

Northwestern Medicine is powered by a community of colleagues who are purpose‑driven and committed to our mission to deliver world‑class care. Here, you’ll work alongside some of the best clinical talent in the nation, leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine.

We recognize where you’ve been, and we support where you’re headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and a culture of service.

Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment.

Create the life you envision for yourself with flexible work options, a Reimbursable Well‑Being Fund and a Total Rewards package that supports your physical, mental, emotional, and financial well‑being.

Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce‑led resource groups.

From discovery to delivery, come help us shape the future of medicine.

Benefits

• $10,000 Tuition Reimbursement per year ($5,700 part‑time)
• $10,000 Student Loan Repayment ($5,000 part‑time)
• $1,000 Professional Development per year ($500 part‑time)
• $250 Well‑Being Fund per year ($125 for part‑time)
• Matching 401(k)
• Excellent medical, dental and vision coverage
• Life insurance
• Annual Employee Salary Increase and Incentive Bonus
• Paid time off and Holiday pay

Description

The Executive Administrative Assistant position 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 a team and demonstrate superior organization skills, strong interpersonal and communication skills, attention to detail, proficient Microsoft Office skills (Word, Excel, 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 manages 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, researches 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

Required

• 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.

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.

Sign‑On Bonus Eligibility

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 at NM may be eligible depending upon the job family.