Executive Assistant to SVP of Legal

Rush University Medical Center•Chicago, IL

44d•$29 - $48

About The Position

Serves as a liaison and representative for Sr. Executives. Provides comprehensive administrative support related to general operations, internal and external communications. This role ensures efficiency of operations and continuation of support during staffing gaps among the executive assistant team. Collaborates, identifies and implements improvements to team processes, policies, procedures, and tools that will enhance executive assistant team outcomes within the executive suite. Acts as a change agent for process improvement that will enhance team performance. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures

Requirements

High School Diploma and Five years' experience as an Executive Assistant at the Senior Executive level.
Ability and willingness to approach tasks with a spirit of collaboration to problem solve with peers and customers. Viewed by others as approachable and dependable.
Requires strong communication and organization skills, attention to detail, and ability to prioritize multiple requests
Ability to act both independently and as a team member.
Clear, concise, accurate communication skills for direct interaction personally, via telephone, email and correspondence.
Critical thinking and problem-solving skills are required to assess and resolve issues around scheduling, projects and/or daily responsibilities.
Strong, written and verbal communication skills; excellent interpersonal skills.
Experience/comfort in use of laptop computer (for use in taking minutes at various meetings). Proficiency in Microsoft OneNote, Teams, Word, PowerPoint, Visio and Excel.
Strong multi-tasking capabilities.
Problem-solver and trouble-shooter with employees, medical staff and support staff.
Strong prioritization skills to assure completion of multiple tasks on or ahead of schedule.
Ability to "think on your feet", strong initiative, sense of urgency and highly organized.
Excellent interpersonal skills with particular emphasis on self-generating initiative for creative problem solving and providing complex assistance to visitors, guests, faculty and staff.

Nice To Haves

College Education.

Responsibilities

Directs and executes key meeting scheduling including board/committee preparation, complex calendaring, confidential correspondence, meeting organization and staffing, and conference management
Manage multiple high priorities, conflicting calendars, and develop creative solutions to ensure it all gets done.
Coordinates with executive assistant team to work "outside of the box" to actively collaborate to quickly and effectively schedule meetings.
Organizes meetings and appointments with senior management, often requiring re-scheduling of established meetings.
Confirms meeting logistics, obtaining room, refreshments and media as required.
Utilizes technology resources, including OneNote to maintain "tickler" electronic files for supporting information on upcoming meetings.
Provide professional and timely interactions with internal and external parties ensuring they understand status and priority of their requests.
Lead development of key communications on behalf of the EVP/COO.
Creates portions and/or entire presentations on requested topics to be delivered by department senior management (via Powerpoint presentations, memos, etc.).
Creates agendas and drafts associated speaking points based on specific objectives, goals and/or topics for meetings chaired by department senior management.
Interacts with Rush Senior Management, faculty and staff and external organizations/agencies to prepare meeting materials as needed.
May serve as a receiving and triage point for a variety of sensitive/confidential matters, and communication with all levels of employees, including senior leadership. Creates and edits confidential correspondence.
Assists with special visitors.
Arranges travel - air, hotel, meeting registration, automobile - as needed for attendance at conferences.
Serves as a primary interface with board members and/or their support staff.
Act as a facilitative change agent to influence process improvement that will enhance team performance within the executive suite.
Lead travel management, expense processing/approvals, time off approvals, etc. on behalf of the EVP/COO.
Answers and directs phone calls to proper person and provides assistance as requested or required.
Provides identification, implementation and coordination of new and on-going projects including departmental budget and process improvement initiatives that require data collection.
May provide program support and some event management for Rush's recognition and employee activities and programs such as, Rush Holiday party, Department events, etc.