Executive Assistant, IS Clinical Systems, Full-Time Days

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Exec Support
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0047443 Requisition #
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ESSENTIAL FUNCTIONS: 

The Executive Assistant to the VP/SVP reflects the mission, vision, and values of Northwestern Memorial Hospital, 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 Assistant to the VP/SVP performs a variety of clerical, secretarial and operational duties to support the efficient day-to-day management and coordination of office procedures under the direction of the VP/SVP.  Composes and types in an accurate and timely fashion, correspondence, memos, and minutes from oral dictation, record transcription, shorthand, or rough drafts which may be confidential.  Manages telephone operations; answers, screens, and directs telephone calls.  Receives, screens, distributes or files all incoming correspondence and other mail.  Maintains a sufficient inventory of all office supplies and printed forms.  Provides calendar management support for VP/SVP; schedules meetings and meeting rooms; arranges for catering; confirms attendance; and supports the VP/SVP in preparation and distribution of materials as necessary.  Arranges travel (transportation and/or hotel) under the direction of the VP/SVP.  Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the VP/SVP; has a complete understanding of the division and company financial policies; creates purchase orders; and processes invoices for payment against purchase orders or general expense reimbursement.  Maintains procedure manuals; ensures appropriate communication to staff of changes in procedures.  Utilizes advanced Microsoft Office applications to design and lay-out executive presentations and reports.  Assists the VP/SVP in maintaining department personnel files and mandatory certification/licensure lists and tracks staff continuing education requests.  Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of VP/SVP to foster strong working relationships.  Processes request for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as necessary.  AA/EOE

QUALIFICATIONS: 

Required:

·         Bachelor's degree or equivalent relevant work experience;

·         Minimum of seven to ten years secretarial/assistant experience, at least three of which have been in support of senior level positions

·         Excellent Microsoft office skills

·         Excellent interpersonal and organizational skills

·         Ability to work in a fast pace, confidential office

·         Must be able to follow directions independently

 

Desired: 

  • Healthcare Experience

Additional Responsibilities:

  • Support executive level personnel
  • Coordinate executive meetings with executive support network and using Outlook Scheduling Assistant, arrange travel, and submit expenses for reimbursement 
  • Serve as office manager for maintaining inventory levels and managing conference room access in suite
  • Submit requisitions for purchase orders and manage purchase order amount and payment
  • Order, schedule and process payment of catering with internal department and external vendors
  • Schedule and proctor analyst candidate testing
  • Update organization reporting charts using Vision and PowerPoint
  • Order and distribute learning materials for management events
  • Schedule interviews for leadership open positions
  • Transcribe meeting notes to PowerPoint presentations
  • Track progress towards Operating Model using metrics outlined by executive leadership by coordinating with Project Management Office and Human Resources generalists


It is important for the person in this role to be flexible, having the ability to reprioritize often. This individual will have access to a lot of confidential information and will need to practice discretion. EA needs to protect executives’ time so will be empowered to decline unsolicited calls and invitations


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Northwestern Medicine is an affirmative action/equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability or sexual orientation.

Access to NMHC resources through this system is subject to the terms of the NORTHWESTERN MEMORIAL HEALTHCARE INFORMATION ACCESS AND CONFIDENTIALITY AGREEMENT. This system may be accessed and used by authorized personnel only. Authorized users may only perform authorized activities and may not exceed the limits of such authorization. Disclosure of information found in this system for any unauthorized use is strictly prohibited. All activities on this system are subject to monitoring.