Executive Assistant-Palos Hospital Full Time Days
About The Position
The Executive Assistant performs clerical, secretarial, and operational duties to support the efficient day-to-day management and coordination of office procedures under the direction of the VP/SVP. The role reflects Northwestern Medicine’s mission, vision, and values and follows its Code of Ethics, Corporate Compliance Program, policies, procedures, guidelines, and applicable regulatory and accreditation standards. The Executive Assistant prepares correspondence and reports, manages communications and calendars, coordinates meetings and travel, supports financial and personnel administration, maintains office supplies and procedure manuals, and serves as a liaison among departments, employees, vendors, and physicians. The role may also support additional projects as requested by the VP/SVP and perform other duties as assigned.
Requirements
- Bachelor’s degree or equivalent relevant work experience.
- Seven to ten years of secretarial or assistant experience, including at least three years supporting senior-level positions.
- Excellent Microsoft Office skills.
- Excellent interpersonal and organizational skills.
- Ability to work in a fast-paced, confidential office.
- Ability to follow directions independently.
Nice To Haves
- Healthcare experience.
Responsibilities
- Compose and accurately prepare correspondence, memos, and meeting minutes from dictation, transcription, shorthand, or drafts, including confidential materials.
- Manage telephone operations by answering, screening, and directing calls.
- Receive, screen, distribute, and file incoming correspondence and mail.
- Maintain adequate inventory of office supplies and printed forms.
- Provide calendar management for the VP/SVP; schedule meetings and rooms, arrange catering, confirm attendance, and prepare and distribute meeting materials.
- Arrange transportation and/or hotel travel under the VP/SVP’s direction.
- Monitor budget and general ledger details, identify and report variances, apply financial policies, create purchase orders, and process invoices and expense reimbursements.
- Maintain procedure manuals and communicate procedural changes to staff.
- Use advanced Microsoft Office applications to design and lay out executive presentations and reports.
- Assist with department personnel files and mandatory certification/licensure lists, and track staff continuing education requests.
- Communicate with departments, employees, vendors, and physicians, and serve as a liaison for the VP/SVP to foster working relationships.
- Process requests for new employee office space, passwords, supplies, phone and voicemail, mail delivery, and other resources.
- Support additional projects as requested by the VP/SVP and perform other duties as assigned.
Benefits
- Northwestern Medicine describes a wide range of benefits supporting employees’ physical, emotional, and financial well-being, with protection for unexpected life events.
- Tuition reimbursement.
- Loan forgiveness.
- 401(k) matching.
- Lifecycle benefits.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
