Executive Assistant (For Chief Clinical Officer)

University of Chicago Medicine; Illinois; On-site; USD 60,000 - 90,000; Full time

Job summary

University of Chicago Medicine seeks an Executive Assistant to support our Chief Clinical Officer. This on-site role at Hyde Park, Chicago, IL requires based in the greater Chicagoland area and offers exposure to senior leadership and complex healthcare operations.

The Executive Assistant will manage calendars, prepare communications, and oversee office operations for the executive team, ensuring confidentiality and efficiency in daily tasks. Strong MS Office skills are essential.

Qualifications

• Minimum seven years of administrative or secretarial experience.
• Bachelor's degree preferred.
• Proficiency with Microsoft Office Suite applications (Word, Excel, PowerPoint).
• Strong written, verbal, and interpersonal communication skills.
• Ability to independently prioritize multiple tasks in a professional manner.
• Demonstrated ability to handle confidential information with discretion.

Responsibilities

• Maintains confidentiality of reports, documents, and records including personnel files and financial reports.
• Maintain regular contact with management and staff across divisions to relay information.
• Manage word processing, spreadsheets, and PowerPoint tasks, ensuring accuracy and final formatting.
• Collaborate with leadership and staff on projects and administrative tasks as directed.
• Oversee daily office operations and identify improvements to processes and policies.
• Draft and review policy/procedure documents for department changes as needed.
• Coordinate supply orders and work orders for the department office.

Skills

Administrative experience

Multitasking

Communication skills

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Join a world-class academic healthcare system, UChicago Medicine , as an Executive Assistant supporting our Chief Clinical Officer . This position will be on site at our Hyde Park campus in Chicago, IL. You will need to be based in the greater Chicagoland area.

The Executive Assistant will work on various tasks/projects concurrently with the need to prioritize as dictated by management needs. This role work independently and as part of the administrative support team as required. They will provide management of the budget and development of communications on behalf of the Executives. In addition, this role consistently manages and administers all office functions related to the executive's day-to-day operations.

Essential Job Functions

• Maintains confidentiality of reports, documents, and records including personnel files, staffing and position control records, financial reports, project/proposal reports, financial plans, and operating strategies.
• Maintain regular contact with all levels of management and staff within the Medical Center, University, and Biological Sciences Division by gathering data, relaying messages, obtaining information, etc.
• Manages and administers a wide range of word processing, spreadsheets, and PowerPoint tasks in final form, which are often confidential in nature and may require detailed proofreading and/or grammatical changes for accuracy.
• Work with all levels of UCMC and BSD leadership, as well as all levels of staff within the Medical Center to research issues and work on various project and committee assignments, as directed.
• Manages daily operations for the office, organizes multiple tasks, and identifies and implements methods of improving daily operations.
• Identify functional or operational changes needed as part of the department support team function for service improvement; draft for management review written policy/procedures for these suggested changes.
• Completes and oversee specially assigned projects with minimal supervision in a timely and efficient manner.
• Coordinates with department administrative team members in regular ordering of supplies, completion of work orders, etc., for department office as needed.

Required Qualifications

• High school diploma required; bachelor's degree preferred
• Minimum seven years of increasingly responsible administrative or secretarial experience, preferably in a complex healthcare or professional office setting
• Documented proficiency and advanced skills in a variety of computer software applications (including word processing, spread sheets, presentation applications); applicants with advanced skills in relation to Microsoft Office Suite products preferred
• Strong sense of service orientation in responding to the needs of internal and external customers
• Must be able to independently and professionally interact with customers, both internal and external to the Hospitals
• Strong written, verbal, and interpersonal communication skills
• Must be able to plan, organize and work on various tasks concurrently
• Must be able to independently prioritize multiple tasks in a professional manner
• Analytical ability to track revenue/expenses and effectively manage multiple projects at one time

Position Details

• Job Type/FTE: Full-Time (1.0 FTE)
• Shift: Days
• Work Location: Hyde Park (Chicago, IL)
• Unit/Department: Senior Management Group
• CBA Code: Non-Union