Executive Assistant Administration

Northwestern Memorial Healthcare; Chicago (IL); On-site; USD 39,000 - 63,000; Full time

Job summary

Northwestern Medicine is seeking an experienced Executive Assistant to support the VP/SVP with clerical, secretarial, and operational tasks. You will manage calendars, correspondence, and meeting logistics while handling confidential information with discretion.

The role requires a Bachelor's degree or equivalent experience and 7–10 years of senior-level support in a fast-paced environment. Strong MS Office skills and liaison duties across departments are essential.

Qualifications

• Bachelor's degree or equivalent relevant work experience.
• Minimum of seven to ten years secretarial/assistant experience, with at least three years supporting senior level positions.
• Excellent interpersonal and organizational abilities; ability to handle confidential information.

Responsibilities

• Composes and types correspondence, memos, and minutes from dictation or drafts.
• Manages telephone operations; screens and directs calls.
• Receives and files incoming correspondence and mail.
• Maintains inventory of office supplies and printed forms.
• Provides calendar management for VP/SVP and coordinates meetings and catering.
• Arranges travel for VP/SVP and tracks travel details.
• Monitors budget and general ledger details; processes invoices and purchase orders.
• Maintains department manuals and communicates procedural changes.
• Designs executive presentations using advanced MS Office tools.
• Maintains staff files and tracks continuing education requests.
• Coordinates with departments, vendors, and physicians; acts as liaison for VP/SVP.
• Processes requests for office space, passwords, supplies, and other resources.

Skills

Interpersonal skills

Organizational skills

Follow directions independently

Education

Bachelor's degree or equivalent experience

Job description

• Compensation: USD 28.64 - USD 45.83 - hourly

Company Description

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better health care, no matter where you work within the Northwestern Medicine system. We pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, our goal is to take care of our employees. Ready to join our quest for better?

Job 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.

Responsibilities:

• 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.

Additional Functions

• May support additional projects as requested by the VP/SVP
• Other duties as assigned.

Qualifications

Required:

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

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.

Sign-on Bonus Eligibility (if sign-on bonus offered for position):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.