Executive Assistant-Palos Hospital Full Time Days

Northwestern Memorial Healthcare•Palos Heights, IL

About The Position

The Executive Assistant supports the efficient day-to-day management and coordination of office procedures under the direction of the VP/SVP. The role performs clerical, secretarial, and operational duties and reflects Northwestern Medicine’s mission, vision, and values while adhering to its Code of Ethics, compliance program, policies, procedures, and applicable regulatory and accreditation standards. The position supports executive office operations through correspondence and document preparation, telephone and mail management, calendar and meeting coordination, travel arrangements, budget and purchasing administration, procedure documentation, presentation and report design, personnel record support, and communication with departments, employees, vendors, and physicians. The Executive Assistant may also support additional projects 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 and promptly type correspondence, memos, and minutes from dictation, recordings, shorthand, or rough drafts, including confidential materials.
Manage telephone operations by answering, screening, and directing calls.
Receive, screen, distribute, and file incoming correspondence and mail.
Maintain inventory of office supplies and printed forms.
Provide calendar management for the VP/SVP; schedule meetings and rooms, arrange catering, confirm attendance, and help prepare and distribute materials.
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.
Create purchase orders and process invoices against purchase orders or general expense reimbursements.
Maintain procedure manuals and ensure staff are informed of procedure changes.
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, serving as a liaison for the VP/SVP to foster working relationships.
Process requests for new employee office space, passwords, office supplies, phones and voicemail, mail delivery, and other resources.
Support additional projects as requested by the VP/SVP and perform other duties as assigned.