Executive Assistant

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

Job summary

Northwestern Medicine is seeking an Executive Assistant to support the VP/SVP, handling calendar management, travel arrangements, and preparatory materials. The role includes drafting correspondence, coordinating meetings, and maintaining files within a fast-paced, confidential office.

Required are a bachelor’s degree and 7–10 years of senior-level secretarial experience, with excellent Microsoft Office skills and strong interpersonal abilities.

Qualifications

• Education: Bachelor’s degree or equivalent relevant work experience.
• Seven to ten years of secretarial/assistant experience, including senior-level support.
• Strong communication and organizational abilities; able to work independently.

Responsibilities

• Compose and type correspondence, memos, and minutes promptly.
• Manage VP/SVP's calendar, arrange meetings and travel.
• Coordinate travel, catering, and meeting logistics.
• Monitor budgets and ledger details, process invoices and purchase orders.
• Prepare executive presentations and reports using Microsoft Office.
• Serve as liaison with departments, vendors, and physicians.

Skills

Calendar management

Communication

Interpersonal skills

Organizational skills

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

• Hours Per Week / FTE: 40 hrs/wk - 1.0 FTE
• Salary Range Minimum : $29.50
• Salary Range Maximum: $47.21
• Compensation: USD 29.5 - USD 47.21 - hourly

Company Description

The Executive Assistant reflects the mission, vision, and values of NM, 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 Assistant performs a variety of clerical, secretarial and operational duties to support the efficient day-to-day management and coordination of office procedures under the direction of the VP/SVP.

Job 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

Additional Information

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.

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.

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.