Executive Office Administrator, Department of Surgery

Ann & Robert H. Lurie Children’s Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do. Ann & Robert H. Lurie Children’s Hospital of Chicago is ranked in all 10 specialties by the U.S. News & World Report.

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

Location: Lurie Children's Hospital, onsite 5 days per week.

Hours: 40 hours per week and flexibility for occasional early morning meetings and evening meetings.

General Summary:

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.

Essential Job Functions:
•    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.

Knowledge, Skills, and Abilities:

•    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 t