Executive Assistant

Mon-Fri business hours. This is a fully on-site role.

Pay Range

Provides, initiates, and prioritizes a variety of complex, diversified, confidential, and comprehensive administrative support to executives requiring a broad knowledge of the system's policies and practices. Communicates with highly visible customers and leadership throughout the system. Performs reception, schedule planning and coordination, word processing, document distribution and development, file maintenance, and research/presentation of office related materials. Uses judgment and discretion to solve a variety of complex office related situations and conflicts and plans/expedites workflow in the office.

Major Responsibilities:

• Schedules, maintains, and prioritizes a calendar of appointments, meetings, and travel. Plans and organizes administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.
• Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
• Performs a variety moderately complex word processing such as creating/drafting correspondence, memos, and documents from rough draft, under verbal instruction or independently. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics, reports, or statistical data.
• Creates reports under general instruction and displays data to support needs; generates existing reports and distributes reports as needed.
• May present administrative materials, reports, and information to a group of individuals.
• Establishes and maintains filing systems for records, files, and documentation. Maintains confidential materials and records.
• Opens, reads, and prioritizes mail and department documents, initiating return correspondence as appropriate.
• Performs independent research and compiles, analyzes, and summarizes information from a variety of sources to support administrative needs.
• Operates and maintains office equipment (fax, printer, photocopier) and may order office supplies.
• May act as a resource to other clerical staff regarding answering questions on processes/procedures and providing training.

Licensure, Registration, and/or Certification Required:

• None Required.

Education Required:

• High School Graduate.

Experience Required:

• Typically requires 5 years of experience in a secretarial or administrative assistant position.

Knowledge, Skills & Abilities Required:

• Reports to a Vice President or above.
• Ability to effectively manage time and priorities.
• Demonstrated ability to maintain a high degree of confidentiality.
• Ability to prioritize office workflow and make effective administrative decisions to increase efficiency, accuracy, and productivity.
• Ability to take initiative to develop correspondence as appropriate and independently problem solve on office related issues.
• Demonstrated ability to tactfully and effectively communicate (written and verbal), with a variety of individuals and highly visible customers/leadership.
• Must be proficient in the use of the Microsoft Office (Excel, PowerPoint and Word) or similar products.
• Demonstrated ability to create and compile simple to complex documents, reports, graphs/charts, and presentations.
• Ability to manage data systematically.
• Demonstrates organizational ability and attention to detail and accuracy.
• Ability to effectively present information in one-on-one and small group situations.

Physical Requirements and Working Conditions:

• Must operate all equipment necessary to perform the duties of the job.
• Must be able to sit, stand, and walk for prolonged periods of time in order to complete required word processing, filing, photocopying, distribution of materials and other related functions.
• Exposed to a normal office environment.
• Must be able to continuously use a keyboard.
• Occasionally lifts items weighing up to 20 lbs.
• Must have functional speech, vision, and hearing.
• Must be able to concentrate on minute detail with frequent interruptions.
• Must be capable of using a computer, writing, and data entry for prolonged periods of time.

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