Executive Office Administrator

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

About The Position

The Executive Office Administrator provides advanced administrative, project, and operational support to executive leaders. The role ensures meetings, events, key projects, and programs are well coordinated and aligned with senior leadership and departmental objectives. It manages and gatekeeps executive schedules, reprioritizes appointments as developments arise, and helps ensure executives are prepared for important meetings. The administrator may coordinate or oversee the work of one or two administrative professionals whose work supports executive objectives. The position also coordinates meeting and event logistics, leads assigned administrative projects, prepares professional communications and business materials, supports process design and improvement, and coordinates executive travel. It may include supervising lower-level administrative staff and assisting with budgets and expenditure approvals. The employer is Ann & Robert H. Lurie Children’s Hospital of Chicago, a pediatric care provider. The position is listed in Chicago. The stated pay range is $31.50–$51.50 per hour. The hospital describes a comprehensive rewards package that may include health and retirement benefits and wellbeing programs. Full- and part-time employees working 20 or more hours per week are offered the benefits listed in the posting.

Requirements

7–10 years of experience working with executive leaders in highly complex organizations.
Business or healthcare experience coordinating and improving workflows for senior leaders in a complex, fast-changing environment.
Ability to anticipate needs and prepare proactively.
Detail-oriented ability to manage multiple deadline-driven priorities accurately and with minimal direction.
Exceptional oral and written communication skills and meticulous attention to detail.
Intermediate to advanced project management experience.
Ability to create complex documents, presentations, spreadsheets, reports, and business correspondence.
Strong process management and time management skills.
Ability to provide high-quality customer service to employees, leaders, patients and families, and external vendors.
Advanced proficiency in Microsoft Word, Excel, and PowerPoint.

Nice To Haves

Bachelor’s degree preferred.
Microsoft Project experience is a plus.

Responsibilities

Collaborate with executive leaders to coordinate work and align priorities.
Manage executive schedules and gatekeep access to ensure availability for key meetings.
Manage complex calendars and reprioritize appointments as developments arise.
Meet frequently with executive leaders about departmental projects and administrative support needs.
Provide advanced technical and professional administrative support, prioritizing appointments and meetings and producing documents based on business and personal executive priorities.
Support meeting management, including developing and distributing meeting materials, agendas, and notes.
Manage on- and off-site events, coordinating venues, vendors, conference rooms, catering, audiovisual and telecommunications needs while meeting budget and schedule expectations.
Lead administrative projects assigned by executive leaders.
Prepare accurate, professional correspondence, reports, and presentations in accordance with branding and marketing guidelines.
Assist with designing, monitoring, and improving executive processes.
Support staff in defining, documenting, and maintaining clear processes.
Analyze problems, interpret operational needs, and collaborate with executive leaders to develop solutions.
Coordinate executive travel and create itineraries for client or candidate visits and event speakers or participants.
May supervise lower-level administrative staff.
May assist with budget creation and approve expenditures.
Perform other job functions as assigned.

Benefits

Medical, dental, and vision insurance.
Employer-paid group term life and disability insurance.
Employer contribution toward a Health Savings Account.
Flexible Spending Accounts.
Paid Time Off (PTO), paid holidays, and paid parental leave.
403(b) retirement plan 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.
The rewards package may include differentials for some hourly employees, leadership incentives for select roles, health and retirement benefits, and wellbeing programs.