Executive Administrative Assistant - Oncology, Full-Time, Days

Northwestern Memorial Healthcare•Chicago, IL

18h

About The Position

The Executive Administrative Assistant supports two Vice Presidents within Northwestern Medicine’s Oncology Department at an academic medical center. The role provides comprehensive administrative support to executive leadership, helping manage priorities, facilitate communication, and coordinate administrative and operational activities in a complex, fast-paced environment. The assistant interacts with executive leaders, physicians, faculty, researchers, staff, and external partners, using sound judgment, discretion, and professionalism when handling sensitive and confidential information. Responsibilities include managing complex and frequently changing calendars; coordinating meetings, events, and executive engagements; arranging travel; and preparing expense reports and reimbursements. The assistant also prepares correspondence, presentations, meeting materials, and executive communications; monitors deliverables and action items; and ensures timely follow-through across stakeholders. The position requires independent judgment in managing executive time and priorities, proactively identifying and resolving issues, and serving as a central point of coordination. Advanced proficiency in Microsoft 365 applications is required.

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.
Exceptional communication, organizational, and customer-service skills; professionalism, sound judgment, attention to detail, discretion, adaptability, and responsiveness.

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 calendars for two Vice Presidents.
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, ensuring timely follow-through on commitments across stakeholders.
Exercise independent judgment in managing executive time and priorities.
Proactively identify and resolve issues.
Coordinate internal and external relationships.
Handle sensitive and confidential information with integrity.
Perform other duties as assigned.