Executive Assistant Heart Center

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.

Day (United States of America)

Location

American Dental Associates (ADA)

Job Description

Executive Assistant - Heart Center

The Executive Assistant (EA) provides high-level administrative and clerical support to the Division Head and departmental leadership, serving as a critical partner in ensuring smooth daily operations. This role requires exceptional judgment, professionalism, and discretion while managing a complex, high-volume executive calendar, coordinating internal and external commitments, and anticipating scheduling needs.

The EA also leads comprehensive event and meeting planning, overseeing all logistics to ensure seamless, well-executed divisional functions. Additional responsibilities include preparing correspondence and reports, managing confidential files, supporting clinical scheduling needs, and maintaining licensure-related documentation.

Min Quals:

The ideal candidate demonstrates strong organizational and communication skills, advanced proficiency with Microsoft Office, and the ability to support a fast-paced clinical and academic environment.

• 5+ years supporting senior leadership and/or faculty required.

• Bachelor’s degree preferred

• Business or healthcare experience improving work flows in a complex and fast changing environment.

• Expert Outlook Calendar skills to manage multiple Outlook calendars simultaneously. 

• Experience with Epic is preferred.

• Strong proficiency in Microsoft Word, Excel, and PowerPoint.

• Solid organizational and time management skills with the ability to prioritize work. 

• Proven ability to effectively manage self and others through ambiguous situations.

• Must be detail oriented with the ability to successfully manage multiple, deadline driven priorities with minimal direction and accuracy.

• Adept in creating complex documents, presentations, spreadsheets, reports, and business correspondence.

• Proactive thinker; ability to anticipate and prepare ahead of need.

• Ability to provide high level of quality customer service to employees, leaders, patients/families and external vendors.  

• Project management experience a plus.

Job Duties:

• Provides advanced technical and professional administrative support by prioritizing appointments and meetings, producing documents for leaders based on priorities. 

• Assists executives with meeting management. Manages complex calendar reprioritizing appointments as needed to address unfolding developments.

• Collaborates with leaders/staff to defines, document and maintain clear, well-defined processes. 

• Manages divisional/departmental projects. 

• Produces accurate and professional correspondence, reports and presentations that adhere to branding and marketing guidelines.

• Analyzes problems, interprets operational needs, and collaborates with leaders to develop solutions.

• 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.

• Develops and distributes meeting materials, agendas, and meeting notes.

• Arranges executive’s travel, creates itineraries for client/candidate visits and/or event speakers/participants. 

• Follows finance protocols and policies accurately to process reimbursements, purchase orders, track invoices and problem solve accounting issues as needed.

• May orient and coach other Administrative Professionals (AP) across the organization and/or lead committees specific to AP work. 

• Assists with various other duties as assigned.

Education

Pay Range

$24.00-$39.24 Hourly

At Lurie Children’s, we are committed to competitive and fair compensation aligned with market rates and internal equity, reflecting individual contributions, experience, and expertise. The pay range for this job ind