Executive Assistant

Ann & Robert H. Lurie Children's Hospital of Chicago • Chicago, IL

2d • Onsite

About The Position

Provides advanced technical and professional administrative support by prioritizing appointments and meetings, producing documents for leaders based on priorities. Assists executives with meeting management. Manages complex calendar reprioritizing appointments as needed to address unfolding developments. Collaborates with leaders/staff to defines, document and maintain clear, well-defined processes. Manages divisional/departmental projects. Produces accurate and professional correspondence, reports and presentations that adhere to branding and marketing guidelines. Analyzes problems, interprets operational needs, and collaborates with leaders to develop solutions. Manages events on and off site. Coordinates logistics for venues, management of vendors, conference room selection, catering, AV, and telecom needs etc. meeting budget and schedule expectations. Develops and distributes meeting materials, agendas, and meeting notes. Arranges executive’s travel, creates itineraries for client/candidate visits and/or event speakers/participants. Follows finance protocols and policies accurately to procembursements, purchase orders, track invoices and problem solve accounting issues as needed. May orient and coach other Administrative Professionals (AP) across the organization and/or lead committees specific to AP work. Assists with various other duties as assigned.

Requirements

• 5 years supporting senior leadership and/or faculty required
• Business or healthcare experience improving work flows in a complex and fast changing environment
• Expert Outlook Calendar skills to manage multiple Outlook calendars simultaneously
• Strong proficiency in Microsoft Word, Excel, and PowerPoint
• Solid organizational and time management skills with the ability to prioritize work
• Proven ability to effectively manage self and others through ambiguous situations
• Must be detail oriented with the ability to successfully manage multiple, deadline driven priorities with minimal direction and accuracy
• Adept in creating complex documents, presentations, spreadsheets, reports, and business correspondence
• Proactive thinker; ability to anticipate and prepare ahead of need
• Ability to provide high level of quality customer service to employees, leaders, patients/families and external vendors

Nice To Haves

• Bachelor’s degree preferred
• Project management experience a plus

Responsibilities

• Prioritizing appointments and meetings
• Producing documents for leaders based on priorities
• Assisting executives with meeting management
• Managing complex calendars, reprioritizing appointments as needed
• Defining, documenting, and maintaining clear, well-defined processes
• Managing divisional/departmental projects
• Producing accurate and professional correspondence, reports, and presentations
• Analyzing problems and interpreting operational needs to develop solutions
• Managing events on and off site
• Coordinating logistics for venues, vendors, catering, AV, and telecom needs
• Developing and distributing meeting materials, agendas, and meeting notes
• Arranging executive travel and creating itineraries
• Following finance protocols and policies for reimbursements, purchase orders, and invoices
• Orienting and coaching other Administrative Professionals
• Leading committees specific to AP work
• Assisting with various other duties as assigned

Benefits

• Medical, dental and vision insurance
• Employer paid group term life and disability
• Employer contribution toward Health Savings Account
• Flexible Spending Accounts
• Paid Time Off (PTO)
• Paid Holidays
• Paid Parental Leave
• 403(b) with a 5% employer match
• Supplemental Life, AD&D and Disability
• Critical Illness, Accident and Hospital Indemnity coverage
• Tuition assistance
• Student loan servicing and support
• Adoption benefits
• Backup Childcare and Eldercare
• Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members
• Discount on services at Lurie Children’s facilities
• Discount purchasing program

What This Job Offers

• Job Type: Full-time
• Career Level: Executive