Executive Assistant, Department of Medical Imaging
About The Position
The Executive Assistant provides advanced technical and professional administrative support to leaders in the Department of Medical Imaging. The role manages complex calendars and meetings, reprioritizing appointments as developments arise, and produces documents, correspondence, reports, and presentations in line with organizational branding and marketing guidelines. The Executive Assistant collaborates with leaders and staff to define and maintain processes, manages divisional or departmental projects, analyzes operational problems, and helps develop solutions. The position also coordinates on- and off-site events, including venues, vendors, conference rooms, catering, audiovisual and telecommunications needs, while meeting budget and schedule expectations. It prepares and distributes meeting agendas, materials, and notes; arranges executive travel and itineraries for visitors or event participants; and follows finance protocols to process reimbursements and purchase orders, track invoices, and resolve accounting issues. The role may orient and coach other Administrative Professionals or lead committees related to administrative work, and performs other duties as assigned.
Requirements
- Five years of experience supporting senior leadership and/or faculty.
- Business or healthcare experience improving workflows in a complex, fast-changing environment.
- Expert Outlook Calendar skills, including managing multiple 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 oneself and others through ambiguous situations.
- Detail orientation and the ability to manage multiple deadline-driven priorities accurately with minimal direction.
- Ability to create complex documents, presentations, spreadsheets, reports, and business correspondence.
- Proactive thinking and the ability to anticipate needs and prepare ahead.
- Ability to provide high-quality customer service to employees, leaders, patients and families, and external vendors.
Nice To Haves
- Bachelor’s degree preferred.
- Project management experience is a plus.
Responsibilities
- Provide advanced technical and professional administrative support, prioritizing appointments and meetings and producing documents for leaders.
- Manage executive meetings and complex calendars, reprioritizing appointments as needed in response to developments.
- Collaborate with leaders and staff to define, document, and maintain clear processes.
- Manage divisional and departmental projects.
- Produce accurate, professional correspondence, reports, and presentations that comply with branding and marketing guidelines.
- Analyze problems, interpret operational needs, and collaborate with leaders to develop solutions.
- Manage on- and off-site events, coordinating venues, vendors, conference rooms, catering, audiovisual and telecommunications needs, budgets, and schedules.
- Develop and distribute meeting materials, agendas, and notes.
- Arrange executive travel and create itineraries for client or candidate visits and event speakers or participants.
- Follow finance protocols to process reimbursements and purchase orders, track invoices, and resolve accounting issues.
- May orient and coach other Administrative Professionals and/or lead committees specific to administrative professional work.
- Perform other duties as assigned.
Benefits
- Medical insurance
- Dental insurance
- Vision insurance
- Employer-paid group term life insurance
- Disability coverage
- 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 coverage
- Critical illness, accident, and hospital indemnity coverage
- Tuition assistance
- Student loan servicing and support
- Adoption benefits
- Backup childcare and eldercare
- Employee Assistance Program and specialized behavioral health services and resources for employees and family members
- Discounts on services at Lurie Children’s facilities
- Discount purchasing program
- Wellbeing programs
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
