Administrative Assistant

Executive Administrative Assistant

Onsite position.

Job Location: 251 E Huron St Chicago, IL 60611

Responsibilities:

• Independently performs high level technical and administrative work supporting executive level personnel and the division or unit he/she is responsible for.
• Serves as a project manager for a variety of special projects; conducts special studies and analyses and makes recommendations to resolve organizational, procedural and system problems.
• Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory, and office layout.
• Implements changes independently for areas of responsibility. For issues outside responsibility, makes recommendations and, following managerial review, implements changes.
• Uses NM software applications to research and prepare documents and presentations. Collects, analyzes, and manages data.
• Manages calendar; sets meeting priorities; identifies objectives of meetings and identifies materials needed for meeting; exercises judgment to ensure appropriate parties attend meeting.
• Screens incoming email, mail, and telephone calls to assign priority, route as needed, identify additional resources needed to address and/or respond to the communication.
• Independently plans and executes events, activities, and meetings.
• Assists with creation, preparation, and distribution of materials to be presented to all levels of organizational staff.
• Reads, research, and routes correspondence while maintaining security and confidentiality of highly sensitive information.
• Communicates directly, and on behalf of the Executive, on all matters related to the Executive's initiatives and areas of responsibility.
• Develops and maintains relationships with all internal and external customers. Serves as a "gatekeeper" to the Executive to help manage and protect his/her time.
• Records meeting discussions by attending meetings and recording key discussions and conclusions.
• Performs other duties as assigned.

Qualifications:

Required:

• Associate degree or equivalent relevant work experience.
• 3-5 years of experience in a business office with a strong emphasis on database management and customer service.
• Knowledge of Microsoft Office, PowerPoint, and Excel.
• Ability to organize and think independently. Excellent interpersonal skill.

Preferred:

• B.A. degree or business equivalent and 5 years business experience.

Competencies/Performance Expectations:

• Exceptional interpersonal skills, including the ability to establish and maintain effective relationships with patients, physicians, management, staff, other departments, vendors, and other customers.
• Demonstrated customer service skills, including the ability to use appropriate judgment, independent thinking and creativity when resolving customer issues.
• Ability to effectively handle challenging situations.
• Ability to balance multiple priorities.
• Excellent verbal and written communication skills.
• Ability to use personal computers and select software applications.
• Ability to analyze data for decision making purposes.
• Strong computer skills, including Microsoft Office, Outlook, and database entry.
• Ability to maintain a high degree of confidentiality.
• Ability to adapt to changes in work environment, delays, or unexpected events.
• Demonstrates attention to detail and monitors own work for accuracy.