Executive Assistant

at Rush University Medical Center in Chicago, Illinois, United States

Job Description

Job Description

Location: Chicago, IL

Hospital: RUSH University Medical Center

Department: Student Affairs

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM – 4:30:00 PM)

Summary:

Under limited supervision, performs a wide variety of administrative tasks in support of a top executive. May compose and type correspondence, relay confidential information, gather and interpret information to develop reports and maintain departmental files, assist in monitoring departmental budgets, and screens visitors and telephone calls. Exemplifies the Rush mission, vision and ICARE values and acts in accordance with Rush policies and procedures.

Responsibilities:

- Provides high level dedicated administrative support to the Executive. Understands and adheres to the confidential nature of the Executive’s duties. Ensure that all matters requiring attention in the absence of the Executive are handled or referred to the appropriate person.

- Maintains calendar using Microsoft Outlook. Coordinates and schedules meetings and appointments.

- Schedules and coordinates meetings, working with senior management to identify dates/times. Creates and issues annual calendars and sends reminder notices, as needed. Responsible for securing room locations with appropriate setup and technical support for meeting events.

- Prepares agendas or presentations, attends meetings with the executive, and takes, transcribes, and distributes notes or minutes. Works to ensure pre-meeting materials are available in a timely manner and distributed appropriately.

- Tracks attendance in departmental database and generates annual report.

- Distributes periodic committee self-assessment surveys and provides initial results analysis, as needed.

- Makes travel arrangements for executives; follows through on duties related to registration, accounts payable, reimbursements, logistical support, etc.

- Responds to inquiries, requests, provides assistance and support to Executive and executive team for multiple administrative issues as needed.

- Screens visitors, phone calls, and communication; sorts, prioritizes, and responds as appropriate.

- Maintains confidentiality of sensitive information.

- Handles diverse problems of a non-repetitive nature.

Required Job Qualifications:

- High school diploma.

- Five years of administrative experience.

- Proficient in Microsoft Office Suite (Work, Outlook, PowerPoint, and Excel).

- Extensive knowledge of modern general office methods and equipment, with the ability to adapt to changing technologies as needed.

- Candidate must have a strong command of the English language with excellent grammar, spelling, punctuation, and composition skills.

- Excellent communication, organizational, interpersonal, and follow-through skills.

- Self-motivated, reliable, sensitive to issues of confidentiality, detail-oriented, resourceful, and adaptable.

- Experience working with the public, ability to work and communicate with a variety of personalities.

- Professional and pleasant demeanor must be portrayed when dealing with colleagues, supervisors, trustees, and their office staff.

- Ability to conceptualize and manage complex projects while engaging resources from inside and outside the department.

- Ability to effectively and accurately manage multiple schedules, establish and maintain effective working relationships and independently prioritize workload, meet deadlines and work effectively in a fast-paced environment with multiple demands.

- Ability to work as part of a team and build collaborative relationships.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Position Executive Assistant

Location US:IL:Chicago

Req ID 10309