Executive Assistant, Clinical Quality and Safety

Advocate Health Care; Oak Brook (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Advocate Health Care in Oak Brook, IL seeks an Executive Assistant I to support an executive VP at the Administrative Offices. The role emphasizes complex calendar management, travel coordination, event planning, and project support.

Ideal candidates bring 4 years in administration (2 in executive support). Proficiency in Microsoft Office, excellent written and verbal communication, discretion, and strong organizational skills are essential; you will prepare reports and maintain confidential

Qualifications

• Time management
• Confidentiality
• Initiative
• Communication skills
• Microsoft Office proficiency
• Document creation
• Organizational skills
• Presentation skills

Responsibilities

• Provides executive-level administrative support, including complex calendar management, travel, event coordination, and project support.
• Manages travel arrangements and expense reporting on executive’s behalf.
• Organizes all aspects of meetings, events, and travel, including agenda preparation, site selection, and document development.
• Greets/high-level visitors, representing the executive leader and serving as liaison for initiatives.
• Initiates communications with other leaders regarding operational, strategic, and substantive matters; resolves inquiries.
• Develops complex documents and correspondence independently or with executive input.
• Prepares reports with needed research and summarizing information.
• Maintains filing systems and confidential records; operates and maintains office equipment; orders supplies as needed.
• Assists with departmental budget administration.
• Opens, reads, and prioritizes mail, composing return correspondence on behalf of the executive.
• Serves as a resource for administrative staff and provides training.

Job description

Executive Assistant I opportunity to support executive level VP at our Administrative Offices in Oak Brook, IL.

Experience Required

Typically requires 4 years in an administrative assistant position; 2 years executive-level experience preferred.

Knowledge, Skills & Abilities Required

• Advanced time management and prioritization.
• High degree of confidentiality and discretion.
• Independent problem-solver and demonstrated ability to take initiative.
• Strong written and verbal communication skills. Demonstrated ability to tactfully and effectively communicate with various individuals, including highly visible customers/leaders.
• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Ability to create and compile complex documents and presentations.
• Organizational ability and attention to detail.
• Effective presentation skills.

Major Responsibilities

• Provides executive-level administrative support, including complex calendar management, travel, event coordination, and project support.
• Manages travel arrangements and expense reporting on executive’s behalf.
• Organizes all aspects of meetings, events, and travel, including (but not limited to) agenda preparation, site selection, and document development.
• Greets/meets with high-level visitors, representing the executive leader and serving as their liaison for organizational initiatives.
• Initiates communications with other leaders as they relate to operational, strategic, and substantive matters. Addresses administrative/operational inquiries, resolves problems, and prioritizes needs using in-depth knowledge of policies and procedures.
• Develops complex documents and correspondence independently or with executive input.
• Prepares special reports, independently conducting needed research, and compiling, analyzing, and summarizing information. May present this material/information to others.
• Establishes and maintains filing systems and confidential records. Operates and maintains office equipment; may order supplies as needed.
• Assists with departmental budget administration.
• Opens, reads, and prioritizes mail, composing and initiating return correspondence on behalf of the executive as appropriate.
• Serves as a resource for other administrative staff, answering questions and providing training.

Education Required

• High School Graduate

Physical Requirements And Working Conditions

• Normal office environment; occasional lifting up to 20 lbs.
• Prolonged periods of sitting, standing, and keyboard use.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.