Senior Executive Assistant to VP – Admin & Ops

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

Job summary

Northwestern Medicine is seeking an experienced Executive Assistant to support the VP/SVP with clerical, secretarial, and operational tasks. You will manage calendars, correspondence, and meeting logistics while handling confidential information with discretion.

The role requires a Bachelor's degree or equivalent experience and 7–10 years of senior-level support in a fast-paced environment. Strong MS Office skills and liaison duties across departments are essential.

Qualifications

• Bachelor's degree or equivalent relevant work experience.
• Minimum of seven to ten years secretarial/assistant experience, with at least three years supporting senior level positions.
• Excellent interpersonal and organizational abilities; ability to handle confidential information.

Responsibilities

• Composes and types correspondence, memos, and minutes from dictation or drafts.
• Manages telephone operations; screens and directs calls.
• Receives and files incoming correspondence and mail.
• Maintains inventory of office supplies and printed forms.
• Provides calendar management for VP/SVP and coordinates meetings and catering.
• Arranges travel for VP/SVP and tracks travel details.
• Monitors budget and general ledger details; processes invoices and purchase orders.
• Maintains department manuals and communicates procedural changes.
• Designs executive presentations using advanced MS Office tools.
• Maintains staff files and tracks continuing education requests.
• Coordinates with departments, vendors, and physicians; acts as liaison for VP/SVP.
• Processes requests for office space, passwords, supplies, and other resources.

Skills

Interpersonal skills

Organizational skills

Follow directions independently

Education

Bachelor's degree or equivalent experience

Job description

Northwestern Medicine is seeking an experienced Executive Assistant to support the VP/SVP with clerical, secretarial, and operational tasks. You will manage calendars, correspondence, and meeting logistics while handling confidential information with discretion.

The role requires a Bachelor's degree or equivalent experience and 7–10 years of senior-level support in a fast-paced environment. Strong MS Office skills and liaison duties across departments are essential.