Executive Assistant

Northwestern Medicine; Chicago (IL); On-site; USD 70,000 - 100,000; Full time

Job summary

Northwestern Medicine is seeking an experienced executive assistant to support a VP/SVP. The role covers calendar management, meeting coordination, travel arrangements, correspondence, and budget oversight.

You will prepare materials, manage sensitive information, and liaise with departments, vendors, and physicians to ensure smooth operations in a confidential, fast-paced environment.

Qualifications

• Bachelor’s degree or equivalent relevant work experience.
• Minimum of seven to ten years secretarial/assistant experience, at least three in support of senior level positions.
• Excellent Microsoft Office skills; strong interpersonal and organizational abilities; ability to work in a fast-paced, confidential office.
• Must be able to follow directions independently.

Responsibilities

• Compose and type correspondence, memos, and minutes accurately and timely.
• Manage telephone operations: answer, screen, and direct calls.
• Receive, screen, file incoming correspondence and mail.
• Maintain inventory of office supplies and printed forms.
• Provide calendar management for VP/SVP; schedule meetings, arrange catering, and prepare materials.
• Arrange travel for VP/SVP.
• Monitor budget and general ledger; create purchase orders and process invoices.
• Maintain procedure manuals and communicate changes to staff.
• Utilize Microsoft Office to design executive presentations.
• Assist in maintaining personnel files and tracking staff continuing education.
• Serve as liaison to departments, vendors, and physicians on behalf of VP/SVP.
• Process requests for new office space, passwords, and other resources.

Skills

Microsoft Office

Interpersonal skills

Organizational skills

Confidentiality

Independence

Education

Bachelor’s degree or equivalent relevant work experience

Job description

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.