Executive Office Administrator, Department of Surgery

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

8d • Onsite

About The Position

The Executive Office Administrator provides advanced administrative as well as project/operational support to an executive leader(s). Ensures meetings, events, key projects, and programs are supported, well-coordinated, and aligned to meet the senior leader’s/department’s objectives. Manages the executive's schedule and gatekeeps ensuring the executive is available to attend and prepared to lead key meetings. May oversee the work and coordination of 1-2 administrative professionals when their work supports/impacts the executive’s objectives.

Requirements

• Bachelor’s degree preferred.
• 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 and fast changing environment.
• Proactive thinker; ability to anticipate and prepare ahead of need.
• Must be detail oriented with the ability to successfully manage multiple, deadline driven priorities with minimal direction and accuracy.
• Meticulous attention to detail; exceptional oral and written communication skills.
• Intermediate to advanced project management experience.
• Adept in creating complex documents, presentations, spreadsheets, reports, and business correspondence.
• Excellent manager of processes and effectively manages time.
• Ability to provide high level of quality customer service to employees, leaders, patients/families and external vendors.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• High School Diploma/GED

Nice To Haves

• Microsoft Project experience a plus.

Responsibilities

• Collaborates with the executive leader to ensure coordination of work and alignment of priorities.
• Manages executive leader’s schedule and gatekeeps ensuring executive is available for key meetings.
• Manages complex calendar reprioritizing appointments as needed to address unfolding developments.
• Meets frequently with the executive leader to keep him/her abreast of departmental projects to ensure adequate support is available for administrative needs.
• Provides advanced technical and professional administrative support by prioritizing appointments and meetings; produces documents for the executive leader based on business and personal executive priorities.
• Assists executive leader(s) with meeting management. Responsible for ensuring meeting materials, agendas, and meeting notes are developed and distributed.
• Manages events on and off site. Coordinates logistics for venues, management of vendors, conference room selection, catering, AV, and telecom needs etc. meeting budget and schedule expectations.
• Leads administrative projects as assigned by the executive leader (supporting time consuming and periodic administrative requests needed internally or requested by other areas).
• Produces accurate and professional correspondence, reports and presentations that adhere to branding and marketing guidelines.
• Assists with the design, monitoring and improving of processes for executive(s).
• Supports staff in defining, documenting and maintaining clear, well-defined processes.
• Analyzes problems, interprets operational needs, and collaborates with executive leader to develop solutions.
• Oversees coordination of executive leader’s travel, creates itineraries for client/candidate visits and/or event speakers/participants.
• May supervise lower-level administrative staff.
• May assist in creation of budgets and approving expenditures.
• Other job functions as assigned.

Benefits

• Medical, dental and vision insurance
• Employer paid group term life and disability
• Employer contribution toward Health Savings Account
• Flexible Spending Accounts
• Paid Time Off (PTO), Paid Holidays and Paid Parental Leave
• 403(b) with a 5% employer match
• Supplemental Life, AD&D and Disability
• Critical Illness, Accident and Hospital Indemnity coverage
• Tuition assistance
• Student loan servicing and support
• Adoption benefits
• Backup Childcare and Eldercare
• Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members
• Discount on services at Lurie Children’s facilities
• Discount purchasing program

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED