Executive Assistant to Chief Operating Officer (COO)

$72,571 - $118,102/Yr

Rush University Medical Center - Chicago, IL

Full-time

Chicago, IL

Hospitals

About the position

Serves as a liaison and representative for Sr. Leadership. Provides comprehensive administrative and management support related to the office operations; internal and external complex meeting scheduling, organization and management; special projects and slide deck preparation; complex daily calendaring; meeting agenda preparation, confidential correspondence, and event/conference management. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Responsibilities

• Manage the complex calendar, scheduling meetings, appointments, and conference calls, ensuring efficient time utilization and prioritizing conflicting requests.
• Supports the organization administration and coordination for the Chief Operating Officer.
• Assists in the administrative coordination/integration of the academic enterprise and the clinical services operations serving the Chief Clinical Officer role also held by the President.
• Serves as the liaison between the President's office and external partners, alliances, companies, and opportunities.
• Provides proactive preparation and collection/distribution of supporting information on upcoming meetings, visits, events, and other related functions.
• Participates in preparation and meeting management, including agendas, minutes, presentations, slide decks and documentation of next steps.
• Manages and maintains confidential correspondence.
• Assists with visitors and guests.
• Coordinates meeting logistics, including conference room reservations, onsite and remote meetings, audio/visual and IT support, food orders and set up, etc., as required.
• Arranges travel - air, hotel, meeting registration, automobile - as needed for senior leadership attendance at conferences and other out of town functions and handles appropriate travel forms and expense reimbursement forms.
• Responsible for implementing, organizing and maintaining master filing system for the President and Provost.
• Coordinates with other Executive Assistants, internal and external, to manage complex schedules and tasks.
• Answers and directs phone calls and provides assistance as requested or required. May serve as a triage point for a variety of sensitive/confidential matters, and communication with all levels of employees, including senior leadership.
• Provides event management for a variety of important functions, including but not limited to celebrations, retirements, graduations, and visitor events.

Requirements

• HS Diploma with Eight years' experience as an Executive Assistant at the Senior Executive level.
• Critical thinking and problem-solving skills are required to assess and resolve issues around scheduling, projects and/or daily responsibilities.
• Strong, written and verbal communication skills; excellent interpersonal skills.
• Proficiency in Microsoft Word, PowerPoint, Visio and Excel. Experience/comfort in use of laptop computer (for use in taking minutes at various meetings).
• Strong multi-tasking capabilities.
• Problem-solver and trouble-shooter with employees, medical staff and support staff.
• Strong prioritization skills to assure completion of multiple tasks on or ahead of schedule.
• Ability to 'think on your feet', strong initiative, sense of urgency and highly organized.
• Excellent interpersonal skills with particular emphasis on self-generating initiative for creative problem-solving and providing complex assistance to visitors, guests, faculty and staff.
• Ability to act both independently and as a team member.
• Clear, concise, accurate communication skills for direct interaction personally, via telephone, email and correspondence. Ability to maintain a high level of integrity and confidentiality, and exercise independent judgment.
• Ability and willingness to approach tasks with a spirit of collaboration to problem solve with peers and customers. Viewed by others as approachable, dependable and a self-starter.

Nice-to-haves

• Bachelor's degree OR extensive administrative experience within the Rush University Medical Center system or similar higher education/healthcare environment.

Benefits

• Exceptional rewards and benefits.