Executive Assistant

Northwestern Memorial Healthcare • Chicago, IL

1d

About The Position

The Executive Assistant supports the mission, vision, and values of Northwestern Medicine and complies with its ethics, compliance, policies, procedures, and applicable regulatory and accreditation standards. Under the direction of the VP/SVP, the role performs clerical, secretarial, and operational duties to support the efficient day-to-day management and coordination of office procedures.

The position provides executive administrative support, including correspondence and document preparation, telephone and mail management, calendar and meeting coordination, travel arrangements, budget and purchasing support, procedure manual maintenance, presentation and report preparation, and assistance with personnel records and staff education tracking. The Executive Assistant also communicates with departments, employees, vendors, and physicians, serves as a liaison for the VP/SVP, and coordinates resources for new employees.

Northwestern Medicine may use artificial intelligence tools in portions of the candidate review process, but employment decisions are made by a person. Newly hired team members and, at times, internal transfers are subject to a background check. The employer describes its equal opportunity and nondiscrimination practices and provides access to detailed benefits information online; benefits eligibility depends on employment classification.

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 and promptly type correspondence, memoranda, and 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.
• Manage the VP/SVP’s calendar; schedule meetings and rooms; arrange catering; confirm attendance; and prepare and distribute meeting materials as needed.
• Arrange transportation and/or hotel travel under the VP/SVP’s direction.
• Monitor budget and general ledger detail for accuracy, identify variances, and report them to the VP/SVP.
• Apply knowledge of division and company financial policies; create purchase orders; and process invoices against purchase orders or general expense reimbursements.
• Maintain procedure manuals and communicate procedure changes to staff.
• Use advanced Microsoft Office applications to design and lay out executive presentations and reports.
• Assist the VP/SVP with department personnel files and mandatory certification and licensure lists, and track staff continuing education requests.
• Communicate verbally and in writing 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.

Benefits

• The employer offers a wide range of benefits intended to support employees’ physical, emotional, and financial well-being and provide protection for unexpected life events. Detailed benefits information is available online; eligibility depends on employment classification.

What This Job Offers

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