Executive Assistant

Department

BSD MED - General Internal Medicine - Administrative Support

About the Department

General Internal Medicine (GIM) has a rich tradition at the University of Chicago, dating back to the founding of the medical school in 1927. With the rising prominence of the medical subspecialties after World War II, the Department of Medicine reaffirmed its commitment to GIM in 1969: 'Every trainee must receive intensive, comprehensive training in General Medicine as an optimal base for advanced training, whether in a subspecialty or General Internal Medicine.' Under the leadership of Dr. Alvin Tarlov (Chair of Medicine, 1968-81), the University of Chicago led a national effort to reestablish academic sections of General Internal Medicine. In 1973, the Section of General Internal Medicine was organized to include separate GIM inpatient, outpatient, and consultation services. The Section of General Internal Medicine assumed responsibility for housestaff training and for relationships with community hospitals. A fellowship program was established for trainees interested in academic GIM and educational leadership. With the support from our Department Chairs since 1968 ,GIM research has flourished at the University of Chicago, with faculty recognized as national leaders in the areas of medical ethics, health economics and policy, health services and outcomes research.

Job Summary

The Executive Assistant provides high-level administrative and strategic support to the General Internal Medicine Section Chief. This role requires exceptional organizational skills, sound judgment, and the ability to manage competing priorities in a fast-paced environment. The Executive Assistant ensures smooth operations by proactively coordinating resources, managing complex schedules, and escalating matters appropriately.

The role involves handling sensitive information with discretion and confidentiality, managing high-priority meetings and events, preparing executive-level communications, and supporting special projects.

Responsibilities

• Manages the Section Chief’s calendar, exercising discretion and judgment to prioritize requests and optimize the Chief’s time.

• Prepares executive presentations, reports, and correspondence.

• Stays informed about University programs and initiatives, updating the Section Chief as necessary.

• Manages information flow to and from the executive office, serving as a liaison to University leaders, offices, and external agencies.

• Initiates routine and non-routine administrative processes independently.

• Drafts, reviews, and processes correspondence and other written materials, sometimes under own signature.

• Screens and triages emails and calls, resolving or referring inquiries and ensuring timely follow-up.

• Schedules and coordinates meetings, conferences, and special events; compiles relevant data, materials, and briefing documents to prepare the Section Chief.

• Arranges complex travel itineraries and ensures all necessary materials are organized.

• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.

• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Progressively responsible administrative experience.

• Experience in a university or Academic Medical Center environment.

• Experience with complex scheduling, meeting preparation, and event coordination.
   

Technical Skills or Knowledge:

• Experience with other software applications (e.g