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Northwestern Memorial Hospital · 1 day ago

Executive Assistant-Surgical Services Administration

Chicago, IL

Full-time

Onsite

Senior Level

7+ years exp

Northwestern Memorial Hospital is a purpose-driven organization committed to delivering world-class care. The Executive Assistant will perform a variety of clerical, secretarial, and operational duties to support the efficient management and coordination of office procedures for the VP/SVP.

Health Care

Responsibilities

Composes and types in an accurate and timely fashion, correspondence, memos, and minutes from oral dictation, record transcription, shorthand, or rough drafts which may be confidential

Manages telephone operations; answers, screens, and directs telephone calls

Receives, screens, distributes or files all incoming correspondence and other mail

Maintains a sufficient inventory of all office supplies and printed forms

Provides calendar management support for VP/SVP; schedules meetings and meeting rooms; arranges for catering; confirms attendance; and supports the VP/SVP in preparation and distribution of materials as necessary

Arranges travel (transportation and/or hotel) under the direction of the VP/SVP

Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the VP/SVP; has a complete understanding of the division and company financial policies; creates purchase orders; and processes invoices for payment against purchase orders or general expense reimbursement

Maintains procedure manuals; ensures appropriate communication to staff of changes in procedures

Utilizes advanced Microsoft Office applications to design and lay-out executive presentations and reports

Assists the VP/SVP in maintaining department personnel files and mandatory certification/licensure lists and tracks staff continuing education requests

Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of VP/SVP to foster strong working relationships

Processes request for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as necessary

May support additional projects as requested by the VP/SVP

Other duties as assigned