Executive Office Administrator, Department of Surgery

10 HOSP Ann & Robert H. Lurie Children's Hospital of Chicago; Chicago (IL); On-site; USD 42,705 - 70,257; Full time

Job summary

The Executive Office Administrator at Ann & Robert H. Lurie Children's Hospital of Chicago provides advanced administrative and project support to an executive leader, managing calendar, meetings, and key programs onsite five days per week.

This role may supervise 1–2 administrative staff and lead multiple administrative projects to support department objectives. Responsibilities include meeting materials, agenda development, travel planning and event coordination, along with producing

Qualifications

• Bachelor’s degree preferred; 7–10 years of experience with executive leaders in complex organizations.
• Healthcare or hospital environment experience coordinating workflows for senior leaders.
• Proactive thinker; able to anticipate needs and prepare ahead of time.
• Detail oriented with ability to manage multiple deadlines with accuracy.
• Strong written and spoken communication skills.
• Intermediate to advanced project management experience.
• Skilled at creating complex documents, presentations, spreadsheets and reports.

Responsibilities

• Coordinate and align priorities with the executive leader and leadership team.
• Manage the executive’s calendar and gatekeep to ensure availability for key meetings.
• Prepare meeting materials, agendas and notes; distribute to participants.
• Lead administrative projects and oversee 1–2 junior staff as needed.
• Coordinate events, travel itineraries, vendors, venues, AV and logistics.

Skills

Calendar management

Executive support

Project coordination

Event logistics

Advanced document prep

Education

High School Diploma/GED

Bachelor’s degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Project

Job description

Location

Ann & Robert H. Lurie Children's Hospital of Chicago Job Description Location: Lurie Children's Hospital, onsite 5 days per week. Hours: 40 hours per week and flexibility for occasional early morning meetings and evening meetings.

General Summary

The Executive Office Administrator provides advanced administrative as well as project/operational support to an executive leader(s). Ensures meetings, events, key projects, and programs are supported, well-coordinated, and aligned to meet the senior leader’s/department’s objectives. Manages the executive's schedule and gatekeeps ensuring the executive is available to attend and prepared to lead key meetings. May oversee the work and coordination of 1-2 administrative professionals when their work supports/impacts the executive’s objectives.

Essential Job Functions

• Collaborates with the executive leader to ensure coordination of work and alignment of priorities.
• Manages executive leader’s schedule and gatekeeps ensuring executive is available for key meetings.
• Manages complex calendar reprioritizing appointments as needed to address unfolding developments.
• Meets frequently with the executive leader to keep him/her abreast of departmental projects to ensure adequate support is available for administrative needs.
• Provides advanced technical and professional administrative support by prioritizing appointments and meetings; produces documents for the executive leader based on business and personal executive priorities.
• Assists executive leader(s) with meeting management. Responsible for ensuring meeting materials, agendas, and meeting notes are developed and distributed.
• Manages events on and off site. Coordinates logistics for venues, management of vendors, conference room selection, catering, AV, and telecom needs etc. meeting budget and schedule expectations.
• Leads administrative projects as assigned by the executive leader (supporting time consuming and periodic administrative requests needed internally or requested by other areas).
• Produces accurate and professional correspondence, reports and presentations that adhere to branding and marketing guidelines.
• Assists with the design, monitoring and improving of processes for executive(s).
• Supports staff in defining, documenting and maintaining clear, well-defined processes.
• Analyzes problems, interprets operational needs, and collaborates with executive leader to develop solutions.
• Oversees coordination of executive leader’s travel, creates itineraries for client/candidate visits and/or event speakers/participants.
• May supervise lower-level administrative staff.
• May assist in creation of budgets and approving expenditures.
• Other job functions as assigned.

Knowledge, Skills, and Abilities

• Bachelor’s degree preferred. 7-10 years of experience working with executive leaders in highly complex organizations.
• Business or healthcare experience coordinating and improving workflows for senior leaders in a complex and fast changing environment.
• Proactive thinker; ability to anticipate and prepare ahead of need.
• Must be detail oriented with the ability to successfully manage multiple, deadline driven priorities with minimal direction and accuracy.
• Meticulous attention to detail; exceptional oral and written communication skills.
• Intermediate to advanced project management experience.
• Adept in creating complex documents, presentations, spreadsheets, reports, and business correspondence.
• Excellent manager of processes and effectively manages time.
• Ability to provide high level of quality customer service to employees, leaders, patients/families and external vendors.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint. Microsoft Project experience a plus.

Education

High School Diploma/GED (Required)

Pay Range

$31.50-$51.50 Hourly

At Lurie Children’s, we are committed to competitive and fair compensation aligned with market rates and internal equity, reflecting individual contributions, experience, and expertise. The pay range for this job indicates minimum and maximum targets for the position. Ranges are regularly reviewed to stay aligned with market conditions. In addition to base salary, Lurie Children’s offer a comprehensive rewards package that may include differentials for some hourly employees, leadership incentives for select roles, health and retirement benefits, and wellbeing programs. For more details on other compensation, consult your recruiter or click the following link to learn more about our benefits.

Benefit Statement

For full time and part time employees who work 20 or more hours per week we offer a generous benefits package that includes: Medical, dental and vision insurance Employer paid group term life and disability Employer contribution toward Health Savings Account Flexible Spending Accounts Paid Time Off (PTO), Paid Holidays and Paid Parental Leave 403(b) with a 5% employer match Various voluntary benefits: Supplemental Life, AD&D and Disability Critical Illness, Accident and Hospital Indemnity coverage Tuition assistance Student loan servicing and support Adoption benefits Backup Childcare and Eldercare Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members Discount on services at Lurie Children’s facilities Discount purchasing program

There’s a Place for You with Us

At Ann & Robert H. Lurie Children’s Hospital of Chicago and its affiliates (collectively “Lurie Children’s”), we embrace and celebrate diversity and equity in a serious way. We are committed to building a team with a variety of backgrounds, skills, and viewpoints — recognizing that diverse identities strengthen our workplace and the care we can provide to the Chicago community and beyond. We treat everyone fairly, appreciate differences, and make meaningful connections that foster belonging and allyship. This is a place where you can be your best, so we can give our best to the patients and families who trust us with their care. Lurie Children’s and its affiliates are equal employment opportunity employers. We value diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin, ancestry, age, disability, marital status, pregnancy, protected veteran status, order of protection status, protected genetic information, or any other characteristic protected by law. For questions about how to request an accommodation please contact: [e-mail]

AI Notice Lurie Children’s utilizes certain AI-enabled features within our recruiting platform to support candidate engagement and assist recruiters in identifying and prioritizing applicants whose experience aligns with job requirements. All employment decisions are made by individuals. It is a civil rights violation with respect to recruitment, hiring, promotion, or employment for an employer to use artificial intelligence that has the effect of subjecting employees to discrimination on the basis of protected classes under the Illinois Human Rights Act or to use zip codes as a proxy for protected classes. For questions about the use of artificial intelligence in this process or any additional support, please contact: [e-mail]

Ann & Robert H. Lurie Children’s Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do.