Executive Assistant II

About the position

The Executive Assistant II generally provides administrative and office support services to more than one Senior Executive. Works under general objectives established by Senior Executives utilizing a high level of initiative and discretion in prioritizing work and in performing duties that are generally complex and confidential in nature. Screens and handles situations for, and in the absence of, the Executives, determining urgency of issues and appropriate course of action. Researches information, coordinates projects, composes and compiles documents, creates spreadsheets, and compiles reports. The Executive Assistant II will consistently demonstrate support of the Shirley Ryan AbilityLab statement of Vision, Mission and Core Values by striving for excellence, contributing to the team efforts and showing respect and compassion for patients and their families, fellow employees, and all others with whom there is contact at or in the interest of the institute. The Executive Assistant II will demonstrate Shirley Ryan AbilityLab Core Attributes: Communication, Accountability, Flexibility/Adaptability, Judgment/Problem Solving, Customer Service and Core Values (Hope, Compassion, Discovery, Collaboration, and Commitment to Excellence) while fulfilling job duties.

Responsibilities

• Screen incoming telephone calls, visitors, and requests, responding to the need for information and assistance, including assisting callers and visitors with complaints.
• Collaborate with other Senior Executives Assistants and Executive Assistants to improve the efficiency and effectiveness of office operations, including ensuring adequate coverage throughout the work day.
• Compose correspondence regarding administrative matters and general policies for Executive's approval.
• Prepare materials needed by the Executive for correspondence, appointments, telephone calls, meetings, and conferences, keeping the Executive informed on matters being considered.
• Compose minutes for various committees and meetings, which includes the distribution of minutes and accompanying materials to Board members.
• Act as a liaison support between Board members and the Executive.
• Schedule meetings and tentative appointments, working with Executives to establish and maintain priority and rescheduling or declining appointments as necessary.
• Maintain calendars for Executives, including polling the appropriate individuals for meeting availability.
• Make arrangements, including travel arrangements, for meetings and conferences.
• Research and prepares special or ad hoc reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, or files.
• Prepare travel and other expense reports for appropriate signatures as well as expediting invoices for payments.
• Establish and maintains office files; requisitions supplies, printing, maintenance, or other services; coordinates personnel and administrative forms and forwards for processing.
• Perform all other duties that may be assigned in the best interest of the Shirley Ryan AbilityLab.

Requirements

• Bachelor of Science or Bachelor of Arts degree preferred.
• Minimum 3 years of providing administrative support to executive(s) in a fast-paced environment.
• Minimum 3 years of experience with Board matters and members, and community organizations.
• Demonstrates the ability to function with a high degree of initiative and ability to handle and discern the importance and urgency of multiple high priority tasks concurrently.
• Judgment, discretion, and analytical skills necessary to work independently, prioritize workload, and gather and/or direct information and data; ability to recognize and capitalize on opportunities to improve the efficiency and effectiveness of office operations.
• Ability to work with confidential information required.
• Requires personal computer experience and a high degree of advanced skill, including expert keyboarding skills and competencies in use of personal computers, networks and the application of word processing and spreadsheet software (Microsoft Office).
• Interpersonal skills to communicate and work collaboratively and professionally both internally and externally, including Board members and all levels of management and staff.

Benefits

• Comprehensive benefits program that is competitive with industry peers in geographic locations.