Executive Assistant

Qualifications:

Education:

● Bachelors degree.

Experience:

● Knowledge and skills developed through 7+ years of work experience in a related job discipline.

● Experience working in an academic medical center.

● At least five years prior experience in a senior-level administrative support position for executive-level leaders.

● Experience with scheduling for multiple leaders, preparing leaders for meetings, and events.

● Creating, editing, proofing, and sending executive communication on behalf of supported leaders.

● Extensive experience in preparing presentation decks for executive leadership.

Technical Skills & Knowledge:

● Proficiency in Google Suite, Microsoft Suite, and Adobe Acrobat.

● Experience with Project Management and methodologies.

● Demonstrated knowledge of University financial systems, purchase order (PO) process, etc.

Preferred Competencies

● Ability to handle highly confidential and sensitive materials and situations.

● Excellent oral and written communication skills.

● Ability to interact comfortably with senior executives, faculty, and staff.

● Ability to develop collaborative relationships throughout the University and Medical Center community.

● Ability to effectively represent the mission, values and strategic plan of the organization and leaders through work products, efforts, and communication.

● Ability to manage and organize ad hoc projects to support processes and workflows for the department.

● Ability to be reliable, driven and results oriented.

● Strong organizational, communication and interpersonal skills.

● Experience handling multiple projects and working well under deadlines.

● Ability to use appropriate resources to resolve an issue.

Working Conditions

● Office environment.

● Fast-paced environment.

Responsibilities:

● Manages telephone and email communications for respective leader and responds or coordinates responses with relevant team members and follows up to ensure complete and timely responses.

● Collaborates on new and ongoing projects. Tracks and helps drive completion of key deliverables and follows up on outstanding items. Tasks include proofreading, fact-checking, and editing papers and reports under the supervision of the Faculty and Executive Administrator.

● Coordinates events for the Department. Researches logistics, assists with planning and preparing presentations, event outreach, and post-event write-ups.

● Prepares and coordinates letters of recommendation, faculty reports, conflict of interest statements, and other institutional documents for leaders submission.

● Supports creation of Grand Rounds and other event materials and schedules.

● Supports Director of Medical Education and Professional Development for the Department of Pediatrics to conduct regular market research to analyze trends in medical education recruitment to remain competitive. Gathers and analyzes data on benefits and incentives offered by peer institutions for house staff. Fosters positive relationships with educational institutions and professional networks to enhance recruitment efforts.

● Manages faculty members individual finances including soliciting and processing travel reimbursements, honoraria, and other internal and external receivables, to ensure timely dispersal of obligated payments. Orders supplies and equipment.

● Stays informed of activities relating to University programs and initiatives, apprising the leaders of issues when deemed necessary.

● Serve as an information gateway for general inquiries, including assistance with answering the main administrative phone line and general email.

● Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leaders calendar, exercising considerable discretion and judgment as to priorities and effective use of the leaders time.

● Coordinates special projects as directed by leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leaders budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.

● Performs other related work as needed.

Job Type: Contract

Pay: $23.75 - $28.60 per hour

Expected hours: 40 per week

Benefits:

• Health insurance

Schedule:

• 8 hour shift

Experience:

• Executive administrative support: 5 years (Required)

Ability to Commute:

• North Chicago, IL 60064 (Required)

Ability to Relocate:

• North Chicago, IL 60064: Relocate before starting work (Required)

Work Location: In person