Executive Assistant, Senior

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

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

Job Description

Seeking an Experienced Senior Executive Assistants to support leadership within a growing healthcare system. This role offer the chance to work directly with Chiefs and Executive Directors in two high-impact departments.

Role 1) Depart of Surgery

               Supporting surgeon and chief/executive directors (admin side)

               Flexible with schedule (early morning 6-8a depending on schedule)

               Remote one day as needed

               Healthcare/C-suite preferred

               Office management experience preferred                           

Full Time, M-F, days. Must have flexibility with schedule for occasional early morning or evening meetings.

The Executive Assistant Senior provides advanced administrative support to executive leader(s) including the Surgeon-in-Chief and Department. Manages the executive(s) calendar(s) functioning as an extension of the executive(s). Manages events and supports projects as assigned including support of Department related activities such as Grand Rounds and Executive Committees. Responsible for proactive management of issues with technical and professional responses that accurately represent the executive(s) and the office(s).

Min Quals:

• 7 years supporting senior leadership and/or faculty required.

• Bachelor's degree preferred.

• Business or healthcare experience coordinating and improving workflows for senior leaders in a complex and fast changing environment

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

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

• Advanced proficiency in Microsoft Word, Excel, and PowerPoint. Microsoft Project experience a plus

• Advanced 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

• Excellent manager of processes and effectively manages time

• Meticulous attention to detail; exceptional oral and written communication skills

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

• Intermediate to advanced project management experience a plus

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

Job Duties:

• Provides advanced technical and professional administrative support by prioritizing appointments and meetings; produces documents for the executive based on business and personal executive priorities

• Assists executives with meeting management

• Manages complex calendar reprioritizing appointments as needed to address unfolding developments

• Supports/coordinates administrative projects prioritized by the executive(s) 

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

• Analyzes problems, interprets operational needs, and collaborates with executive 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 budget and accounting issue