Executive Assistant

Department:

12100 Advocate Aurora Health Corporate - Community Relations

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

This is a hybrid role. Will work remotely when not traveling. Must have the ability to travel regularly throughout the Midwest footprint of Advocate Health, and may be required to the Southeast footprint of Advocate Health area as needed. Travel can be one to several days each week, and sometimes short notice. Mon-Fri 8am-5pm.

To perform diversified administrative and secretarial duties for multiple executives and/or senior vice presidents using independent judgement and action. Prior experience with event planning and event management a plus.

Major Responsibilities:

• Coordination of supervisors’ schedules
  •     Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement.
  •     Sets up meetings and maintains meeting schedule for multiple executives and/or senior vice presidents, assuring that priorities are met and time is used most effectively.
  •     Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
• Performance of diversified administrative and secretarial work in support of multiple executives and/or senior vice presidents
  •     Compiles, analyzes, and summarizes data in the preparation of reports.
  •     Routes inquiries/calls received to appropriate executive(s) for follow through.
  •     Responds to correspondence not requiring supervisors’ attention.
  •     Initiates follow up for calls, correspondence, etc., received by supervisors.
• Provides administrative support for the Operations Improvement Department and the Project Support Office
  •     Types letters, memos, reports, and other types of correspondence from rough drafts or notes.
  •     Composes correspondence not requiring supervisors’ attention.
  •     Provides background information, as required, for correspondence requiring supervisors’ attention.
  •     Collects data and/or compiles information to prepare reports.
  •     Prepares presentations, handouts, notices, invitations, etc., utilizing various software packages.
• Preparation and dissemination of correspondence
  •     Follows up on letters and phone calls, making sure appropriate parties follow through.
  •     Screens/sorts mail and determines to whom the correspondence best be routed. Incumbents personally respond to routine matters.
  •     Screens phone calls.
  •     Greets and directs visitors.
  •     Responds to associate/patient complaints, resolves problems, or directs associates/patient to appropriate parties.
• Maintenance of department files.
  •     Maintains confidential records and files.
  •     Creates and sets up filing systems.

Education/Experience Required:

• High School education or equivalent.7 years of secretarial experience with at least 5 years in an executive or senior level secretarial position.

Knowledge, Skills & Abilities Required:

• Typing 60+ wpm preferred Shorthand/dictaphone
• Basic computer knowledge
• Proficient with word processing, spreadsheet, and presentation software.
• Ability to navigate and gather information via internet
• Ability to use supportive technology (e.g.) Palm Pilots or other devices
• Ability to prioritize work Excellent communication skills Excellent organizational skills

Physical Requirements and Working Conditions:

• Ability to work in changing environment.
• Ability to prioritize independently and respond to multiple simultaneous requests.
• Ability to work under stressful conditions and in difficult situations with a high degree of professionalism, tact and discretion.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Advocate Aurora Health is one of the 10th largest not-for-profit, integrated health systems in the U.S. with nearly 3 million patients served at more than 500 sites of care in Illinois and Wisconsin, including 28 hospitals. We're redefining the standard for care with world-class doctors and caregivers, innovative solutions, outstanding outcomes, and leading-edge research and clinical trials. Combined