Executive Assistant II-30270

Rush University Medical Center; Chicago (IL); On-site; USD 36,000 - 59,000; Full time

Job summary

Rush University Medical Center in Chicago seeks an experienced Executive Assistant for the CFO/Finance department. The role functions as a liaison to senior executives, delivering comprehensive administrative support, scheduling, and communications to ensure efficient operations and continuity during staffing gaps.

The position emphasizes collaboration, detailed organization, and proactive problem-solving, with responsibilities spanning meeting management, presentation prep, and travel

Qualifications

• High School Diploma and five years' experience as an Executive Assistant at the Senior Executive level.
• Ability to collaborate and problem-solve with peers and customers.
• Strong communication, organization, attention to detail, and prioritization of multiple requests.
• Ability to work independently and as part of a team.
• Excellent written and verbal communication for direct interaction via phone, email, and correspondence.

Responsibilities

• Directs and executes key meeting scheduling including board/committee prep, calendaring, confidential correspondence, meeting organization and staffing, and conference management.
• Manage multiple high priorities and conflicting calendars with creative scheduling solutions.
• Coordinate with the executive assistant team to work outside of the box to schedule meetings.
• Organizes meetings and appointments with senior management, often requiring re-scheduling of established meetings.
• Confirms meeting logistics, obtaining room, refreshments and media as required.
• Uses OneNote to maintain tickler files for upcoming meetings.
• Provide professional interactions with internal and external parties ensuring status and priority of requests.
• Lead development of communications on behalf of the SVP/CFO.
• Creates portions and/or entire presentations on topics for senior management (PowerPoint, memos).
• Creates agendas and speaking points for meetings chaired by senior management.
• Interacts with Rush Senior Management, faculty, staff and external organizations to prepare materials.
• May handle confidential matters and correspondence.
• Assists with travel arrangements for conferences.
• Serves as interface with board members and their staff.
• Leads process improvement within the executive suite.
• Leads travel management, expense approvals, time off approvals for the SVP/CFO.
• Answers and directs calls and provides required assistance.
• Supports departmental budget and process improvement initiatives.
• May support events and recognition programs.

Skills

Executive support

Communication

Organization

Collaboration

Microsoft Office

Meeting scheduling

Problem solving

Multi-tasking

Calendar management

Education

High School Diploma

Tools

Microsoft Office Suite

Job description

Location: Chicago, Illinois

Hospital: Rush University Medical Center

Department: Finance CFO

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Pay Range: $29.36 - $42.61 per hour

Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush's anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Summary

Serves as a liaison and representative for Sr. Executives. Provides comprehensive administrative support related to general operations, internal and external communications. This role ensures efficiency of operations and continuation of support during staffing gaps among the executive assistant team. Collaborates, identifies and implements improvements to team processes, policies, procedures, and tools that will enhance executive assistant team outcomes within the executive suite. Acts as a change agent for process improvement that will enhance team performance. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures

Other Information

Required Job Qualifications:

• High School Diploma and Five years' experience as an Executive Assistant at the Senior Executive level.


• Ability and willingness to approach tasks with a spirit of collaboration to problem solve with peers and customers. Viewed by others as approachable and dependable.


• Requires strong communication and organization skills, attention to detail, and ability to prioritize multiple requests


• Ability to act both independently and as a team member.


• Clear, concise, accurate communication skills for direct interaction personally, via telephone, email and correspondence.


• Critical thinking and problem-solving skills are required to assess and resolve issues around scheduling, projects and/or daily responsibilities.


• Strong, written and verbal communication skills; excellent interpersonal skills.


• Experience/comfort in use of laptop computer (for use in taking minutes at various meetings). Proficiency in Microsoft OneNote, Teams, Word, PowerPoint, Visio and Excel.


• Strong multi-tasking capabilities.


• Problem-solver and trouble-shooter with employees, medical staff and support staff.


• Strong prioritization skills to assure completion of multiple tasks on or ahead of schedule.


• Ability to \"think on your feet\", strong initiative, sense of urgency and highly organized.


• Excellent interpersonal skills with particular emphasis on self-generating initiative for creative problem solving and providing complex assistance to visitors, guests, faculty and staff.

Preferred Job Qualifications

• College Education.

Disclaimer

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

Responsibilities

• Directs and executes key meeting scheduling including board/committee preparation, complex calendaring, confidential correspondence, meeting organization and staffing, and conference management


• Manage multiple high priorities, conflicting calendars, and develop creative solutions to ensure it all gets done.


• Coordinates with executive assistant team to work \"outside of the box\" to actively collaborate to quickly and effectively schedule meetings.


• Organizes meetings and appointments with senior management, often requiring re-scheduling of established meetings.


• Confirms meeting logistics, obtaining room, refreshments and media as required.


• Utilizes technology resources, including OneNote to maintain \"tickler\" electronic files for supporting information on upcoming meetings.


• Provide professional and timely interactions with internal and external parties ensuring they understand status and priority of their requests.


• Lead development of key communications on behalf of the SVP/CFO.


• Creates portions and/or entire presentations on requested topics to be delivered by department senior management (via Powerpoint presentations, memos, etc.).


• Creates agendas and drafts associated speaking points based on specific objectives, goals and/or topics for meetings chaired by department senior management.


• Interacts with Rush Senior Management, faculty and staff and external organizations/agencies to prepare meeting materials as needed.


• May serve as a receiving and triage point for a variety of sensitive/confidential matters, and communication with all levels of employees, including senior leadership. Creates and edits confidential correspondence.


• Assists with special visitors.


• Arranges travel - air, hotel, meeting registration, automobile - as needed for attendance at conferences.


• Serves as a primary interface with board members and/or their support staff.


• Act as a facilitative change agent to influence process improvement that will enhance team performance within the executive suite.


• Lead travel management, expense processing/approvals, time off approvals, etc. on behalf of the SVP/CFO.


• Answers and directs phone calls to proper person and provides assistance as requested or required.


• Provides identification, implementation and coordination of new and on-going projects including departmental budget and process improvement initiatives that require data collection.


• May provide program support and some event management for Rush's recognition and employee activities and programs such as, Rush Holiday party, Department events, etc.

Rush offers exceptional rewards and benefits learn more at our Rush benefits page(https://www.rush.edu/rush-careers/employee-benefits).

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.