Executive Assistant II-30270

Location: Chicago, Illinois

Hospital: Rush University Medical Center

Department: Finance CFO

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

Pay Range: $29.36 - $42.61 per hour

Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush’s anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Summary Serves as a liaison and representative for Sr. Executives. Provides comprehensive administrative support related to general operations, internal and external communications. This role ensures efficiency of operations and continuation of support during staffing gaps among the executive assistant team. Collaborates, identifies and implements improvements to team processes, policies, procedures, and tools that will enhance executive assistant team outcomes within the executive suite. Acts as a change agent for process improvement that will enhance team performance. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures

Other Information Required Job Qualifications:

• High School Diploma and Five years’ experience as an Executive Assistant at the Senior Executive level.
• Ability and willingness to approach tasks with a spirit of collaboration to problem solve with peers and customers. Viewed by others as approachable and dependable.
• Requires strong communication and organization skills, attention to detail, and ability to prioritize multiple requests
• Ability to act both independently and as a team member.
• Clear, concise, accurate communication skills for direct interaction personally, via telephone, email and correspondence.
• Critical thinking and problem-solving skills are required to assess and resolve issues around scheduling, projects and/or daily responsibilities.
• Strong, written and verbal communication skills; excellent interpersonal skills.
• Experience/comfort in use of laptop computer (for use in taking minutes at various meetings). Proficiency in Microsoft OneNote, Teams, Word, PowerPoint, Visio and Excel.
• Strong multi-tasking capabilities.
• Problem-solver and trouble-shooter with employees, medical staff and support staff.
• Strong prioritization skills to assure completion of multiple tasks on or ahead of schedule.
• Ability to “think on your feet”, strong initiative, sense of urgency and highly organized.
• Excellent interpersonal skills with particular emphasis on self-generating initiative for creative problem solving and providing complex assistance to visitors, guests, faculty and staff.

Preferred Job Qualifications

• College Education.

Disclaimer The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

Responsibilities

• Directs and executes key meeting scheduling including board/committee preparation, complex calendaring, confidential correspondence, meeting organization and staffing, and conference management
• Manage multiple high priorities, conflicting calendars, and develop creative solutions to ensure it all gets done.
• Coordinates with executive assistant team to work “outside of the box” to actively collaborate to quickly and effectively schedule meetings.
• Organizes meetings and appointments with senior management, often requiring re-scheduling of established meetings.
• Confirms meeting logistics, obtaining room, refreshments and media as required.
• Utilizes technology resources, including OneNote to maintain “tickler” electronic files for supporting information on upcoming meetings.
• Provide professional and timely interactions with internal and external parties ensuring they understand status and priority of their requests.
• Lead development of key communications on behalf of the EVP/COO.
• Creates portions and/or entire presentations on requested topics to be delivered by department senior management (via Powerpoint presentations, memos, etc.).
• Creates agendas and drafts associated speaking points based on specific objectives, goals and/or topics for meetings chaired by department senior management.
• Interacts with Rush Senior Management, faculty…