Executive Assistant

Northwestern Memorial Hospital; Chicago (IL); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

Tuition Reimbursement

Student Loan Repayment

Professional Development

Wellbeing Fund

401(k) Matching

Medical/Dental/Vision coverage

Life Insurance

Annual salary increase and incentive

Paid time off and holidays

Job summary

Northwestern Medicine is seeking an experienced Executive Assistant to support the VP/SVP with calendar management, travel arrangements, and confidential correspondence. The ideal candidate will have Bachelor’s degree or equivalent experience and 7–10 years of secretarial/assistant experience, including senior-level support, with strong Microsoft Office skills.

This role offers a comprehensive benefits package and opportunities for professional development within a leading healthcare system.

Qualifications

• Bachelor’s degree or equivalent relevant work experience.
• 7–10 years of secretarial/assistant experience, including 3+ years supporting senior level positions.
• Excellent Microsoft Office skills.
• Excellent interpersonal and organizational skills; able to work in a fast-paced, confidential office.
• Ability to follow directions independently.

Responsibilities

• Composes and types correspondence, memos, and minutes from dictation or rough drafts.
• Manages telephone operations and screens/directs calls.
• Handles incoming correspondence and mail distribution.
• Maintains inventory of office supplies and forms.
• Provides calendar management for VP/SVP; schedules meetings, arranges catering, and distributes materials.
• Arranges travel for VP/SVP.
• Monitors budget and GL detail; creates purchase orders and processes invoices.
• Maintains department procedure manuals and communicates changes to staff.
• Utilizes advanced Microsoft Office applications to design executive presentations and reports.
• Keeps staff training certifications and continuing education records.

Skills

Advanced Microsoft Office skills

Interpersonal skills

Independent work ethic

Education

Bachelor’s degree or equivalent relevant work experience

Tools

Microsoft Office Suite

Job description

The salary range for this position is $29.50 - $47.21 (Hourly Rate)

Placement within the salary range is dependent on several factors such as relevant work experience and internal equity. For positions represented by a labor union, placement within the salary range 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 providing protection for 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 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 support 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 Wellbeing 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

• Composes and types in an accurate and timely fashion, correspondence, memos, and minutes from oral dictation, record transcription, shorthand, or rough drafts which may be confidential.
• Manages telephone operations; answers, screens, and directs telephone calls.
• Receives, screens, distributes, or files all incoming correspondence and other mail.
• Maintains a sufficient inventory of all office supplies and printed forms.
• Provides calendar management support for VP/SVP; schedules meetings and meeting rooms; arranges for catering; confirms attendance; and supports the VP/SVP in preparation and distribution of materials as necessary.
• Arranges travel (transportation and/or hotel) under the direction of the VP/SVP.
• Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the VP/SVP; has a complete understanding of the division and company financial policies; creates purchase orders; and processes invoices for payment against purchase orders or general expense reimbursement.
• Maintains procedure manuals; ensures appropriate communication to staff of changes in procedures.
• Utilizes advanced Microsoft Office applications to design and lay-out executive presentations and reports.
• Assists the VP/SVP in maintaining department personnel files and mandatory certification/licensure lists and tracks staff continuing education requests.
• Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of VP/SVP to foster strong working relationships.
• Processes request for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as necessary.

Qualifications

Education:

• Bachelor’s degree or equivalent relevant work experience.

Experience:

• Minimum of seven to ten years secretarial/assistant experience, at least three of which have been in support of senior level positions.

Behavioral Attributes:

• Excellent Microsoft office skills.
• Excellent interpersonal and organizational skills. Ability to work in a fast pace, confidential office.
• Must be able to follow directions independently.

Preferred

• Healthcare 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.

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.