Executive Assistant to Chief Executive

Department:

10184 Advocate Aurora Health Corporate - North Region Leadership

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

This is a full-time, exempt position with varying hours, including occasional evenings and weekends to support corporate events and activities. The role requires regular on-site presence in Wisconsin (3–4 days per week) and travel to key meetings and events.

Pay Range

$46.55 - $69.85

We are seeking a highly organized, proactive, and detail-oriented professional to serve as the Event & Board Coordination / Senior Executive Assistant to the Office of the President. This pivotal role supports the President and executive leadership team by managing high-level administrative functions, coordinating board and corporate events, and ensuring seamless execution of strategic initiatives.

Provides, initiates, and prioritizes a variety of complex, diversified, confidential, and comprehensive administrative support to senior executives requiring a broad knowledge of the system's policies and practices. Communicates with highly visible customers and leadership throughout the system. Performs reception, schedule planning and coordination, word processing, document distribution and development, file maintenance, and research/presentation of office related materials. Uses judgment and discretion to solve a variety of complex office related situations and conflicts and plans/expedites workflow in the office.

Major Responsibilities:

• Schedules, maintains, and prioritize executive calendars for appointments, meetings, and travel. Plans and organizes the administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.
• Answers, screens, and initiates telephone calls and greets visitors providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
• Performs a variety of complex word processing such as creating/drafting correspondence, memos, and documents from rough draft, under verbal instruction, or independently. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics, reports, or statistical data.
• Creates reports under general instruction and displays data to support needs, generates existing reports, and distributes reports as needed.
• May present administrative materials, reports, and information to a group of individuals.
• Establishes and maintains filing systems for records, files, and documentation. Maintains confidential materials and records.
• Opens, reads, and prioritizes mail, and department documents initiating return correspondence as appropriate.
• Performs independent research and compiles, analyzes, and summarizes information from a variety of sources to support administrative needs.
• Operates and maintains office equipment (fax, printer, photocopier), and may order office supplies.
• Acts as a resource to other administrative support and provides training on processes and procedures.

Licensure, Registration, and/or Certification Required:

• None Required.

Education Required:

• High School Graduate.

Experience Required:

• Typically requires 5 years of experience in an executive assistant position.

Knowledge, Skills & Abilities Required:

• Supports an EVP or Chief.
• Ability to effectively manage time and priorities.
• Demonstrated ability to maintain a high degree of confidentiality.
• Ability to prioritize office workflow and make effective administrative decisions to increase efficiency, accuracy, and productivity.
• Ability to take initiative to develop correspondence as appropriate, and independently problem solve on office related issues.
• Demonstrated ability to tactfully and effectively communicate (written and verbal), with a variety of individuals and highly visible customers/leadership.
• Must be proficient in the use of the Microsoft Office (Excel, PowerPoint and Word) or similar products.
• Demonstrated ability to create and compile simple to complex documents, reports, graphs/charts, and presentations.
• Ability to manage data systematically.
• Demonstrates organizational ability and attention to detail and accuracy.