Executive Office Administrator, Department of Surgery

Location

Ann & Robert H. Lurie Children's Hospital of Chicago

Job Description

Location:

Lurie Children's Hospital, onsite 5 days per week.

Hours:

40 hours per week and flexibility for occasional early morning meetings and evening meetings.

The Executive Office Administrator provides advanced administrative as well as project/operational support to an executive leader(s). Ensures meetings, events, key projects, and programs are supported, well-coordinated, and aligned to meet the senior leader’s/department’s objectives. Manages the executive's schedule and gatekeeps ensuring the executive is available to attend and prepared to lead key meetings. May oversee the work and coordination of 1-2 administrative professionals when their work supports/impacts the executive’s objectives.

• Collaborates with the executive leader to ensure coordination of work and alignment of priorities.
• Manages executive leader’s schedule and gatekeeps ensuring executive is available for key meetings.
• Manages complex calendar reprioritizing appointments as needed to address unfolding developments.
• Meets frequently with the executive leader to keep him/her abreast of departmental projects to ensure adequate support is available for administrative needs.
• Provides advanced technical and professional administrative support by prioritizing appointments and meetings; produces documents for the executive leader based on business and personal executive priorities.
• Assists executive leader(s) with meeting management. Responsible for ensuring meeting materials, agendas, and meeting notes are developed and distributed.
• Manages events on and off site. Coordinates logistics for venues, management of vendors, conference room selection, catering, AV, and telecom needs etc. meeting budget and schedule expectations.
• Leads administrative projects as assigned by the executive leader (supporting time consuming and periodic administrative requests needed internally or requested by other areas).
• Produces accurate and professional correspondence, reports and presentations that adhere to branding and marketing guidelines.
• Assists with the design, monitoring and improving of processes for executive(s).
• Supports staff in defining, documenting and maintaining clear, well-defined processes.
• Analyzes problems, interprets operational needs, and collaborates with executive leader to develop solutions.
• Oversees coordination of executive leader’s travel, creates itineraries for client/candidate visits and/or event speakers/participants.
• May supervise lower-level administrative staff.
• May assist in creation of budgets and approving expenditures.
• Other job functions as assigned.

• Bachelor’s degree preferred. 7-10 years of experience working with executive leaders in highly complex organizations.
• Business or healthcare experience coordinating and improving workflows for senior leaders in a complex and fast changing environment.
• Proactive thinker; ability to anticipate and prepare ahead of need.
• Must be detail oriented with the ability to successfully manage multiple, deadline driven priorities with minimal direction and accuracy.
• Meticulous attention to detail; exceptional oral and written communication skills.
• Intermediate to advanced project management experience.
• Adept in creating complex documents, presentations, spreadsheets, reports, and business correspondence.
• Excellent manager of processes and effectively manages time.
• Ability to provide high level of quality customer service to employees, leaders, patients/families and external vendors.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint. Microsoft Project experience a plus.

High School Diploma/GED (Required)

$31.50-$51.50 Hourly

At Lurie Children’s, we are committed to competitive and fair compensation aligned with market rates and internal equity, reflecting individual contributions, experience, and expertise. The pay range for this job indicates minimum and maximum targets for the position. Ranges are regularly reviewed to stay aligned with market conditions. In addition to base salary, Lurie Children’s offer a comprehensive…