Executive Assistant Role

7 days ago


Chicago, Illinois, United States Rush Full time
Job Summary

We are seeking an experienced Executive Assistant to provide advanced support in managing the operational activities of our Department. This is a full-time position that offers a competitive salary range of $55,000 - $65,000 per year, based on experience. The ideal candidate will have three years of progressive experience in an administrative role, preferably in Healthcare, and advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software.

Key Responsibilities

- Meet the administrative needs of department management and staff members
- Coordinate department specific programs or meetings as assigned: planning, preparation of materials, implementation and evaluation
- Assist management with budgetary issues
- Compose business documents as assigned
- Design reports to support operations
- Independently create correspondence such as follow up to meetings, response to employees etc.
- Plan employee and departmental special events
- Write, edit and format content of departmental communication
- Provide instruction to departmental staff regarding computer applications
- Assure appropriate resources are available for staff to be successful in their role
- Maintain a calendar for staff availability and schedules
- Provide support for select quality and operational committees including recording and distributing minutes
- Appropriately follow-ups on action between meetings
- Distribute reports, agendas and other materials for programs
- Maintain attendance records and prepares reports as necessary for the program
- Investigate and resolve invoicing issues as it relates to vendors or fiscal activities and Accounting Units
- Create and maintain expense files for the Accounting Unit activities
- Prepare and maintains an electronic file to trend programmatic expenses and contribute to the budget process
- Identify and implement improvements in office efficiencies
- Initiate and/or reconciles check requests, purchase orders, travel vouchers as indicated for the department cost centers
- Independently makes travel arrangements for the management
- Prioritize incoming communication, requests for meeting and escalates appropriate items to management's attention
- Maintain a working knowledge of Rush standard computer applications
- Coordinates manager and staff office space, such as telephone changes, movement of equipment, maintenance requests, etc. which support administrative operations

Requirements

- High School Diploma
- Three years of progressive experience in an administrative role, preferably in Healthcare
- Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software
- Excellent communication written and oral skills
- Ability to analyze data
- Ability to prioritize multiple initiatives
- Ability to produce accurate documents and reports
- Ability to work in complex administrative systems
- Ability to interact effectively with internal and external customers
- Baccalaureate Degree (Preferred)

Benefits
Rush offers a comprehensive benefits package to its employees, including health insurance, retirement plans, paid time off, and more.
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