Executive Assistant to VP: Strategic Admin & Operations

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

Benefits offered by this job

Tuition reimbursement

Student loan repayment

Professional development

Job summary

Northwestern Medicine is seeking an Executive Assistant to provide high-level administrative support to the VP/SVP. The role emphasizes confidential scheduling, calendar management, travel arrangements, and coordination with multiple departments and vendors.

Requirements include a Bachelor's degree or equivalent, 7–10 years of secretarial experience, and excellent MS Office and communication skills. The position may involve budgeting tasks, filing, and producing professional presentations.

Qualifications

• Bachelor's degree or equivalent relevant work experience.
• 7–10 years secretarial/assistant experience, at least three of which have been in support of senior level positions.
• Excellent Microsoft Office skills.
• Excellent interpersonal and organizational skills. Ability to work in a fast-paced, confidential office.
• Must be able to follow directions independently.

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.

Skills

MS Office

Executive support

Calendar management

Communication skills

Secretarial experience

Education

Bachelor's degree or equivalent

Job description

Northwestern Medicine is seeking an Executive Assistant to provide high-level administrative support to the VP/SVP. The role emphasizes confidential scheduling, calendar management, travel arrangements, and coordination with multiple departments and vendors.

Requirements include a Bachelor's degree or equivalent, 7–10 years of secretarial experience, and excellent MS Office and communication skills. The position may involve budgeting tasks, filing, and producing professional presentations.