Healthcare Executive Assistant & Project Coordinator

Northwestern Memorial Healthcare; Chicago (IL); On-site; USD 60,000 - 85,000; Full time

Job summary

Northwestern Medicine is seeking an Executive Administrative Assistant to provide executive-level support to Department Chairs and Vice Presidents. The role demands independent judgment, superb organization, and proficiency in Word, Excel, and PowerPoint.

You will manage calendars, coordinate meetings, and prepare materials with discretion. The ideal candidate has 3–5 years of office experience and an associate degree or equivalent, plus strong interpersonal skills.

Qualifications

• Associate degree or equivalent relevant work experience.
• 3-5 years of experience in a business office with emphasis on database management and customer service.
• Knowledge of Microsoft Office, PowerPoint, and Excel.
• Excellent interpersonal skills and ability to work independently.

Responsibilities

• Independently performs high-level administrative work supporting executive level personnel.
• Serves as project manager for special projects; conducts studies and analyzes and makes recommendations.
• Creates and revises systems and procedures by analyzing operating practices, records, forms, supplies inventory, and office layout.
• Implements changes independently for areas of responsibility and, with managerial review, implements changes.
• Uses NM software to research and prepare documents and presentations; collects and analyzes data.
• Manages calendar; sets meeting priorities; identifies objectives and materials for meetings.
• Screens incoming email, mail, and calls; routes or resources as needed.
• Independently plans and executes events, activities, and meetings.
• Assists with creation, preparation, and distribution of materials for presentations to staff.
• Reads, researches, and routes correspondence while maintaining confidentiality of sensitive information.
• Communicates on behalf of the Executive about initiatives and responsibilities.
• Develops and maintains relationships with internal and external customers; acts as gatekeeper to protect the Executive’s time.
• Records meeting discussions by attending meetings and recording key conclusions.
• Performs other duties as assigned.

Skills

Microsoft Office

PowerPoint

Excel

Education

Associate degree or equivalent relevant work experience

BA degree or business equivalent

Job description

Northwestern Medicine is seeking an Executive Administrative Assistant to provide executive-level support to Department Chairs and Vice Presidents. The role demands independent judgment, superb organization, and proficiency in Word, Excel, and PowerPoint.

You will manage calendars, coordinate meetings, and prepare materials with discretion. The ideal candidate has 3–5 years of office experience and an associate degree or equivalent, plus strong interpersonal skills.