Executive Assistant II

Opportunity for a high functioning Executive Assistant with five years of experience at this level. The position is onsite at Advocate Christ Hospital & Medical Center, supporting a high-level executive for the region. Energetic, positive, critical thinker, who excels in organizational & prioritization skills as well as advanced computer skills, will succeed in this job.

Knowledge / Skills / Abilities Required:

• Exceptional organizational, time management, and prioritization skills. Ability to manage multiple high-priority tasks in a fast-paced environment.

• Demonstrated ability to exercise discretion, sound judgment, and professionalism when handling confidential matters.

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

• Strong communication and interpersonal skills ; demonstrated ability to build relationships across all levels of the organization and with external stakeholders.

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

• Ability to create and compile complex documents and presentations.

• Self-motivated , solution-focused , and able to function with minimal supervision.

• Maintain technical currency and advanced certifications in specialized areas of responsibility.

Major Responsibilities:

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

• Anticipates executive needs and proactively identifies solutions to administrative and operational challenges. Addresses administrative/operational inquiries, resolves problems, and prioritizes needs using in-depth knowledge of policies and procedures.

• Initiates 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.

• Acts as the primary point of contact between executive and internal/external stakeholders (customers, visitors). Serves as a liaison for organizational initiatives, representing the executive at various meetings and committees.

• Initiates communications with other leaders as they relate to operational, strategic, and substantive matters.

• Manages and oversees projects, tracks deliverables, and ensured follow-through on priorities.

• 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, handling highly confidential and sensitive information with absolute integrity and discretion.

• 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.

• Mentors other administrative staff, answering questions and providing training as needed.

Minimum education required: High School Graduate or GED

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.