Executive Assistant I

1st Shift, Remote with potential onsite (on occasion such as a conference or special event).

Pay Range

Summary

Provides complex, diversified, confidential, and comprehensive administrative support to executive leaders. Acts as an extension of the executive, managing time and priorities, and supporting key initiatives, using broad knowledge of organizational policies and procedures.

Experience Required:

Typically requires 4 years of experience in an administrative assistant position; 2 years of executive-level experience preferred.

Knowledge, Skills & Abilities Required:

• Advanced time management and prioritization.  

• High degree of confidentiality and discretion.  

• Independent problem-solver and demonstrated ability to take initiative.  

• Strong written and verbal communication skills. Demonstrated ability to tactfully and effectively communicate with various individuals, including highly visible customers/leaders.  

• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word).  

• Ability to create and compile complex documents and presentations.  

• Organizational ability and attention to detail.  

• Effective presentation skills.  

Major Responsibilities:

• Provides executive-level administrative support, including complex calendar management, travel, event coordination, and project support.  

• Manages travel arrangements and expense reporting on executive’s behalf.  

• Organizes all aspects of meetings, events, and travel, including (but not limited to) agenda preparation, site selection, and document development.  

• Greets/meets with high-level visitors, representing the executive leader and serving as their liaison for organizational initiatives.  

• Initiates communications with other leaders as they relate to operational, strategic, and substantive matters. Addresses administrative/operational inquiries, resolves problems, and prioritizes needs using in-depth knowledge of policies and procedures.  

• Develops complex documents and correspondence independently or with executive input.  

• Prepares special reports, independently conducting needed research, and compiling, analyzing, and summarizing information. May present this material/information to others.  

• Establishes and maintains filing systems and confidential records. Operates and maintains office equipment; may order supplies as needed.  

• Assists with departmental budget administration.  

• Opens, reads, and prioritizes mail, composing and initiating return correspondence on behalf of the executive as appropriate.  

• Serves as a resource for other administrative staff, answering questions and providing training.  

Education Required:

High School Graduate.

Physical Requirements and Working Conditions:

• Normal office environment; occasional lifting up to 20 lbs.  

• Prolonged periods of sitting, standing, and keyboard use.  

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program