Executive Assistant

Northwestern Memorial Healthcare • Chicago, IL

4d • $30 - $47

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, and applicable regulatory and accreditation standards.

The Executive Assistant prepares correspondence, memos, meeting minutes, presentations, and reports; manages telephone and mail operations; maintains office supplies and procedure manuals; and provides calendar, meeting, and travel support to the VP/SVP. The position also monitors budget and general ledger details, processes purchase orders and invoices, supports personnel-file and certification tracking, coordinates new-employee office resources, and serves as a liaison with departments, employees, vendors, and physicians.

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 type correspondence, memos, and minutes accurately and promptly 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 sufficient 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 as needed.
• Arrange transportation and/or hotel travel under the direction of the VP/SVP.
• Monitor budget and general ledger details 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 reimbursement.
• Maintain procedure manuals and communicate procedural 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/licensure lists, and track staff continuing education requests.
• Communicate verbally and in writing with departments, employees, vendors, and physicians, serving as a liaison for the VP/SVP and fostering working relationships.
• Process requests for new-employee office space, passwords, supplies, phone and voicemail, mail delivery, and other resources.

Benefits

• A 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 through the employer’s benefits website.

What This Job Offers

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