The Executive Administrative Assistant position reflects the mission, vision, and values of Northwestern Memorial, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines, and all other regulatory and accreditation standards.
The Executive Administrative Assistant is responsible for executive-level administrative support to Department Chairs, and Vice Presidents within the organization and must use independent judgment and authority to execute projects and maintain workflow. The incumbent will work as part of team and demonstrate superior organization skills, strong interpersonal and communication skills, and attention to detail proficient Microsoft application skills (Word, Excel, and PowerPoint) and be highly flexible and adaptable.
Responsibilities:
- Independently performs high level technical and administrative work supporting executive level personnel and the division or unit he/she is responsible for.
- Serves as a project manager for a variety of special projects; conducts special studies and analyses and makes recommendations to resolve organizational, procedural and system problems.
- Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory, and office layout.
- Implements changes independently for areas of responsibility. For issues outside responsibility, makes recommendations and, following managerial review, implements changes.
- Uses NM software applications to research and prepare documents and presentations. Collects, analyzes, and manage data.
- Manages calendar; sets meeting priorities; identifies objectives of meetings and identifies materials needed for meeting; exercises judgment to ensure appropriate parties attend meeting.
- Screens incoming email, mail, and telephone calls to assign priority, route as needed, identify additional resources needed to address and/or respond to the communication.
- Independently plans and executes events, activities, and meetings.
- Assists with creation, preparation, and distribution of materials to be presented to all levels of organizational staff.
- Reads, research, and routes correspondence while maintaining security and confidentiality of highly sensitive information.
- Communicates directly, and on behalf of the Executive, on all matters related to the Executive’s initiatives and areas of responsibility.
- Develops and maintains relationships with all internal and external customers. Serves as a “gatekeeper” to the Executive to help manage and protect his/her time.
- Records meeting discussions by attending meetings and recording key discussions and conclusions.
- Performs other duties as assigned.