Executive Assistant

MRM Midwestern Regional Medical Center; Zion (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

City of Hope in Zion, IL seeks an Executive Assistant to the Chief Clinical Officer and Departmental Physician Chiefs, providing high-level administrative support, managing calendars, coordinating cross-functional communication, and ensuring workflow in a fast-paced healthcare setting.

The ideal candidate has 5+ years supporting senior executives, strong organizational and communication skills, discretion, HIPAA compliance, and proficiency in Microsoft Office, Teams, Zoom, OneNote, and data

Qualifications

• Minimum Education High school diploma or equivalent required.
• Minimum Experience Five (5) years of progressive administrative experience supporting senior-level executives.
• Preferred Education Bachelor's degree strongly preferred.
• Preferred Experience Knowledge of medical terminology preferred.
• Experience supporting physician executives or healthcare leadership teams preferred.
• Experience with data reporting, analytics, and presentation development preferred.

Responsibilities

• Manage complex executive calendars and coordinate cross-functional communication.
• Track key deliverables and support data analytics initiatives.
• Ensure efficient workflow in a fast-paced healthcare environment.
• Maintain strict confidentiality and HIPAA compliance while handling sensitive information.

Skills

Organizational skills

Administrative skills

Multitasking

Communication skills

Discretion / confidentiality

Education

High school diploma or equivalent

5+ years progressive administrative experience

Bachelor's degree strongly preferred

Tools

Microsoft Office Suite (Word/Excel/PowerPoint/Outlook)

Microsoft Teams

Zoom

OneNote

Tableau

Job description

Executive Assistant

About City of Hope, City of Hope's mission is to make hope a reality for all touched by cancer and diabetes. Founded in 1913, City of Hope has grown into one of the largest and most advanced cancer research and treatment organizations in the U.S., and one of the leading research centers for diabetes and other life-threatening illnesses. City of Hope research has been the basis for numerous breakthrough cancer medicines, as well as human synthetic insulin and monoclonal antibodies. With an independent, National Cancer Institute-designated comprehensive cancer center that is ranked top 5 in the nation for cancer care by U.S. News & World Report at its core, City of Hope’s uniquely integrated model spans cancer care, research and development, academics and training, and a broad philanthropy program that powers its work. City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and cancer treatment centers and outpatient facilities in the Atlanta, Chicago and Phoenix areas.

Schedule: Monday-Friday, 7:30 AM-4:00 PM. Must have flexibility to work occasional weekends and outside work hours to support special projects and events.

Location: Zion, IL - Fully Onsite. This is not a remote position.

Position Summary

The Executive Assistant to the Chief Clinical Officer (CCO) and Departmental Physician Chiefs serves as a strategic partner, trusted liaison, and gatekeeper, providing high-level administrative support to senior physician leaders. This role is responsible for managing complex executive and clinical calendars, coordinating cross-functional communication, tracking key deliverables, supporting data analytics initiatives, and ensuring effective workflow management within a fast-paced healthcare environment. The Executive Assistant works closely with executive leadership, operational leaders, department leaders, and clinical teams to facilitate collaboration and support organizational priorities. This highly autonomous position requires strong critical thinking skills, sound judgment, exceptional organizational abilities, and the ability to anticipate leadership needs while managing multiple priorities simultaneously. The ideal candidate demonstrates professionalism, strong communication skills, discretion, and the ability to maintain strict confidentiality while handling sensitive patient, employee, and organizational information in compliance with HIPAA and other applicable healthcare regulations.

Position Qualifications

Minimum Education High school diploma or equivalent required. Minimum Experience Five (5) years of progressive administrative experience supporting senior-level executives (Vice President level or above), preferably within a healthcare or other highly regulated environment. Preferred Education Bachelor's degree strongly preferred. Preferred Experience Knowledge of medical terminology preferred. Experience supporting physician executives or healthcare leadership teams preferred. Experience with data reporting, analytics, and presentation development preferred.

Skills and Abilities

Excellent organizational, administrative, and multitasking skills. Ability to prioritize and manage multiple competing deadlines with minimal supervision. Strong critical thinking and problem-solving abilities. Demonstrated ability to maintain professionalism, discretion, and confidentiality. Excellent verbal and written communication skills. Ability to build effective working relationships with executive leadership, physicians, staff, community members, and business partners. Ability to work collaboratively and effectively within a diverse and multicultural environment. Strong attention to detail and commitment to accuracy.

Software Proficiency

Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Proficiency with virtual meeting platforms, including Microsoft Teams and Zoom. Experience with electronic healthcare systems and digital note-taking applications such as OneNote. Experience with data visualization and reporting tools preferred (e.g., Tableau).

City of Hope is an equal opportunity employer.

City of Hope employees pay is based on the following criteria: work experience, qualifications, and work location.

Each of us at City of Hope believes in and is dedicated to turning hope into reality. Every researcher, nurse, doctor, administrative professional or IT specialist brings his or her unique creativity and talent to the fight against cancer, diabetes and other life-threatening illnesses. Whether your interest is in the clinical, business, science or support service area, at City of Hope you will collaborate with the best and brightest colleagues, be challenged by engaging tasks and impact the lives of many people.