Executive Administrative Assistant - Oncology, Full-Time, Days
About The Position
The Executive Administrative Assistant supports two Vice Presidents within the Oncology Department of an academic medical center. The role provides comprehensive administrative support to executive leadership, helps manage priorities and communication, and coordinates administrative and operational activities in a complex, fast-paced environment. The assistant interacts with executive leaders, physicians, faculty, researchers, staff, and external partners, using discretion and sound judgment while handling sensitive and confidential information. The position requires strong organization, attention to detail, adaptability, and the ability to anticipate needs, manage competing priorities, and deliver responsive service. The assistant exercises independent judgment in managing executive time and priorities, proactively identifies and resolves issues, and coordinates a broad range of internal and external relationships. This role reflects Northwestern Memorial’s mission, vision, and values and adheres to its Code of Ethics, compliance program, policies, procedures, and applicable regulatory and accreditation standards.
Requirements
- Associate degree or equivalent relevant work experience.
- 3–5 years of experience in a business office, with a strong emphasis on database management and customer service.
- Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
- Ability to organize and think independently.
- Excellent interpersonal skills.
- Strong judgment, attention to detail, professionalism, and discretion in handling sensitive and confidential information.
Nice To Haves
- B.A. degree or business equivalent and 5 years of business experience.
- Experience supporting multiple senior executives and managing high-volume, complex calendars in healthcare, academic medicine, or another large matrixed organization.
Responsibilities
- Manage complex and frequently changing executive calendars.
- Coordinate meetings, events, and executive engagements.
- Arrange travel.
- Prepare and process expense reports and reimbursements accurately and efficiently.
- Prepare correspondence, presentations, meeting materials, and executive communications.
- Monitor key deliverables and action items and ensure timely follow-through on commitments across stakeholders.
- Manage executive time and priorities using independent judgment.
- Proactively identify and resolve issues.
- Serve as a central point of coordination for internal and external relationships.
- Perform other duties as assigned.
Benefits
- Competitive benefits, including tuition reimbursement, loan forgiveness, and 401(k) matching.
- A range of benefits intended to support employees’ physical, emotional, and financial well-being and provide protection for unexpected life events.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
Associate degree
