EXECUTIVE ASSISTANT - CCHHS

Cook County Health; Illinois; On-site; USD 80,000 - 110,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Coverage

Pension Plan

Paid Holidays

PSLF

Job summary

Cook County Health seeks an Executive Assistant to the Direct Appointee to provide high-level administrative support, calendar coordination, travel planning, and project oversight within a mission-driven health system.

The role requires discretion, exemplary communication skills, and a bachelor’s degree with at least five years of senior-level EA experience. Proficiency in Excel, PowerPoint, and Word is essential.

Qualifications

• Bachelor’s or higher-level degree required.
• Minimum five years of full-time executive assistant experience at senior level.
• Strong proficiency in Microsoft Office suite.

Responsibilities

• Plans Direct Appointee’s daily calendar and prepares meeting materials.
• Composes high-level correspondence and memoranda with professional quality.
• Prepares executive correspondence and performs complex administrative tasks for fiscal projects.
• Maintains confidential materials and handles sensitive information with discretion.
• Coordinates travel plans, itineraries, and meeting logistics.
• Acts as liaison across departments and external entities as requested.
• Creates and formats documents using Word, Excel, and PowerPoint.
• Supports projects from conception to completion under tight deadlines.
• Maintains professional communication with staff and external partners.

Skills

Executive support

Calendar management

Travel coordination

Drafting correspondence

Attention to detail

Project management

Communication

Education

Bachelor’s degree or higher

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

This position is exempt from Career Service under the CCH Personnel Rules.

Job Summary

The Executive Assistant–CCHHS provides executive support to the Direct Appointee and serves as the primary point of contact for the office of the Direct Appointee. This individual will provide administrative support, representation, event planning, and project management as well as providing interface with entities and organizations as requested. Organizes, coordinates and oversees special projects. Must be creative and enjoy working in an environment that is mission focused, results driven and community oriented.

Typical Duties

• Plans the Direct Appointee’s daily calendar tracking all appointments, preparing materials for all meetings, etc.
• Composes high level correspondence and memoranda independently and with professional quality
• Responsible for preparing executive correspondence and performing complex administrative duties in preparation of administrative and fiscal projects, including preparation of spreadsheets, charts, conducting research, etc.
• Responsible for the maintenance and coordination of communication lines within the overall organization and specifically between the Direct Appointee and those designated
• Follows up on meeting-generated tasks
• Coordinates travel plans, including meeting scheduling and itinerary, and material preparation
• Handles telephone calls in a professional and courteous manner, initiating appropriate disposition
• May answer informational questions and determine appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility
• Exercises good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills
• Works on projects from conception to completion while under pressure to handle a wide variety of activities and confidential matters with discretion
• Establishes and maintains influential and strategic relationships at all levels across the system
• Maintains appropriate confidentiality of information and decisions made within the Direct Appointee’s office
• Creates Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, etc.
• Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communication concerning staff, department, and hospital matters
• Maintains confidential materials related to patients according to hospital standards and in compliance with HIPPA regulations and requirements
• Plans, organizes and coordinates meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment
• Coordinates appropriate room set up room and equipment (set up conference calls, audio-visual equipment, projector, etc., as necessary)
• Works with multiple internal departments, external agencies, the general public and individuals on a wide range of projects
• Acts as representative for the Health System in all interactions exercising customer service skills and good judgment in addressing inquiries, complaints and request for direction
• Other duties as assigned

Reporting Relationship

Reports to the Direct Appointee

Minimum Qualifications

• Bachelor’s or higher-level degree
• Five (5) years of full-time work experience as an Executive Assistant to individuals at a Chief, President, Executive and/or Vice President level
• Intermediate proficiency in Microsoft Office Excel, PowerPoint, Word

Preferred Qualifications

• Prior healthcare experience

Knowledge, Skills, Abilities And Other Characteristics

• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Strong customer service skills
• Demonstrate intermediate proficiency with Microsoft Office Excel, PowerPoint, and Word
• Demonstrate good phone and email etiquette skills with strong response times
• Demonstrate attention to detail, accuracy, and precision
• Proactive and self-starting: able to work confidently to advance goals within broad parameters, and with minimal supervision
• Ability to successfully plan, lead, and complete projects on time
• Ability to work with organizational performance metrics, analyze data, create reports, and present information clearly to decision makers
• Comfortable with creating, implementing, managing, and executing business processes
• Excellent leadership skills, with the ability to influence others, with energy and enthusiasm
• Ability to define and solve problems, collect data, establish facts, and draw valid conclusions
• Ability to prioritize, plan, and organize projects and tasks
• Ability to multi-task and meet deadlines in a fast paced and stressful environment
• Ability to uphold professional standards for customer services, confidentiality, and quality of work
• Ability to adhere to department policies and standards utilizing best practices
• Ability to maintain a professional demeanor and composure when challenged
• Ability to function autonomously and as a team member in a multidisciplinary team

Physical and Environmental Demands

This position is functioning within a healthcare environment. The incumbent is responsible for adherence to all hospital and department specific safety requirements. This includes but is not limited to the following policies and procedures: complying with Personal Protective Equipment requirements, hand washing and sanitizing practices, complying with department specific engineering and work practice controls and any other work area safety precautions as specified by hospital wide policy and departmental procedures.

Benefits Package

• Medical, Dental, and Vision Coverage
• Basic Term Life Insurance
• Pension Plan and Deferred Compensation Program
• Employee Assistance Program
• Paid Holidays, Vacation, and Sick Time
• You may also qualify for the Public Service Loan Forgiveness Program (PSLF)

To receive Veteran Preference, appropriate discharge papers must be attached to the online application or must be included with your emailed resume/CV. Please refer to Veteran Preference document requirements listed on the bottom of this posting.

VETERAN PREFERENCE

PLEASE READ

When applying for employment with Cook County Health, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service

To Take Advantage Of This Preference a Veteran Must

• Meet the minimum qualifications for the position.
• Identify self as a Veteran on the employment application by answering yes to the question by answering yes to the question, “Are you a Military Veteran?”
• Attach a copy of their DD 214, DD 215 or NGB 22 (Notice of Separation at time of application filing. Please note: If you have multiple DD214s, 215s, or NGB 22S, Please submit the one with the latest date. Coast Guard must submit a certified copy of the military separation from either the Department of Transportation (Before 9/11) or the Department of Homeland Security (After 9/11). Discharge papers must list and Honorable Discharge Status. Discharge papers not listing an Honorable Discharge Status are not acceptable

OR

• A copy of a valid State ID Card or Driver’s License which identifies the holder of the ID as a Veteran, may also be attached to the application at time of filing.

If items are not attached, you will not be eligible for Veteran Preference

VETERANS MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS OR APPLICABLE STATE ID CARD OR DRIVER’S LICENSE AT TIME OF INTERVIEW

MUST MEET ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING

“Degrees awarded outside of the United States with the exception of those awarded in one of the United States’ territories and Canada muse be credentialed by an approved U.S. credential evaluation service belongings to the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE). Original credentialing documents must be presented at time of interview”.

• Please note all offers of Employment are contingent upon the following conditions: satisfactory professional & employment references, healthcare and criminal background checks, appropriate licensure/certifications and the successful completion of a physical and pre-employment drug screen.
• CCH is strictly prohibited from conditioning, basing or knowingly prejudicing or affecting any term or aspect of County employment or hiring upon or because of any political reason or factor.

COOK COUNTY HEALTH IS AN EQUAL OPPORTUNITY EMPLOYER.

• Please note all offers of Employment are contingent upon the following conditions: satisfactory professional & employment references, healthcare and criminal background checks, appropriate licensure/certifications and the successful completion of a physical and pre-employment drug screen.
• CCH is strictly prohibited from conditioning, basing or knowingly prejudicing or affecting any term or aspect of County employment or hiring upon or because of any political reason or factor.