Executive Office Administrator

Lurie Children's Hospital•Chicago, IL

3d•$32 - $52

About The Position

The Executive Office Administrator provides advanced administrative, project, and operational support to executive leaders. The role ensures that meetings, events, key projects, and programs are well coordinated and aligned with senior leaders’ and departments’ objectives. It manages executive schedules and calendars, reprioritizes appointments as needs change, and ensures executives are prepared and available for key meetings. The position may oversee the work and coordination of one or two administrative professionals whose work supports or affects executive objectives. The administrator supports meeting management, events, travel, correspondence, reports, presentations, budgets, expenditures, and administrative projects. The role also helps design and improve executive processes, document workflows, analyze operational problems, and develop solutions in collaboration with executive leaders. The position requires effective coordination across a complex, fast-changing environment and high-quality service to employees, leaders, patients and families, and external vendors.

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 orientation and ability to manage multiple deadline-driven priorities accurately, 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; the Education section lists a Bachelor’s Degree in Business Administration/Management.
Microsoft Project experience.

Responsibilities

Collaborate with executive leaders to coordinate work and align priorities.
Manage executive schedules and complex calendars, reprioritizing appointments as developments arise and ensuring leaders are available for key meetings.
Meet frequently with executive leaders to provide updates on departmental projects and ensure administrative support is available.
Provide advanced administrative support, including prioritizing appointments and meetings and producing documents based on business and personal executive priorities.
Manage meetings by ensuring materials and agendas are prepared and meeting notes are developed and distributed.
Manage on-site and off-site events, coordinating venues, vendors, conference rooms, catering, audiovisual, and telecommunications needs within budget and schedule expectations.
Lead administrative projects assigned by executive leaders, including periodic requests from internal or other organizational areas.
Produce accurate, professional correspondence, reports, and presentations that adhere to branding and marketing guidelines.
Assist in designing, monitoring, and improving processes for executives.
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 or oversee the work of one or two administrative professionals.
May assist in creating budgets and approving 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) 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.