Executive Assistant

Department

BSD MED - Emergency Medicine - Administrative Support

About the Department

The University of Chicago Section of Emergency Medicine has a distinguished 30+ year history of leadership in clinical care, education, and research. Home to one of the nation’s oldest Emergency Medicine residency programs and several innovative fellowship programs, the Section is nationally recognized for its contributions to prehospital and EMS systems, resuscitation research, and the training of academic leaders in emergency medicine.

Job Summary

The Executive Assistant provides high-level administrative and strategic support to the leadership team within the Section of Emergency Medicine. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage competing priorities in a fast-paced, clinical-academic environment.

The Executive Assistant supports the efficient functioning of Section leadership and faculty members by coordinating complex schedules, managing information flow, preparing executive-level materials, and independently executing administrative processes. The role also serves as secondary administrative support to the Section Chief.

Responsibilities

• Provides high-level administrative support to Emergency Medicine leadership and faculty, including the Section Administrator and other designated leaders, with secondary support to the Section Chief as needed.

• Manages calendars, exercising discretion and judgment to prioritize requests and optimize time and resources.

• Screens, triages, and manages emails, calls, and inquiries; resolves routine matters independently and escalates issues as appropriate to ensure timely follow-up.

• Prepares executive-level presentations, reports, correspondence, and briefing materials.

• Coordinates and supports meetings, conferences, and special events, including agenda development, material preparation, and post-meeting follow-up.

• Manages information flow within the EM Administrative office, serving as a liaison with University offices, faculty, staff, and external partners as appropriate.

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

• Initiates and manages routine and non-routine administrative processes with minimal direction.

• Arranges complex travel itineraries and ensures all supporting documentation and logistics are in place.

• Supports special projects as assigned, including preparing summaries, recommendations, and administrative or operational analyses.

• May assist with budget-related tasks, including monitoring expenditures, reconciling accounts, and preparing basic financial or administrative reports.

• Maintains awareness of University and departmental initiatives, policies, and priorities to effectively support leadership decision-making.

• Performs other related duties as needed to support the Section’s operational and strategic goals.

• 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:

---

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., Outlook, Adobe Acrobat, PowerPoint, and Excel).

• Proficiency wit