• Executive Assistant - Physician Services

    Job Locations US-IL-Chicago
    Posted Date 3 months ago(11/30/2018 4:38 PM)
    Requisition ID
    Position Type
    Regular Full-Time
  • Overview

    Provides administrative clerical support to the VP of Program Development and his/her departments and their respective staff.

    Assists the VP of Program Development by performing a variety of complex duties requiring excellent organizational and administrative skills, outstanding office management and computer skills, and a wide range of public contact with outside healthcare leaders, hospital-based and community-based physicians, payers, other institutions, and Hospital personnel.  Performs advanced, diversified and confidential secretarial and administrative support duties requiring relationship-building skills, broad and comprehensive experience, skill and knowledge of organization policies and practices.  Major responsibilities include preparation of correspondence, memoranda, reports, etc.; initiation of routine and some non-routine correspondence and memoranda; report analyses and preparation; complicated scheduling and maintenance of calendar of appointments and meetings.  Must be capable of exercising good judgment when dealing with confidential matters. 


    1. Maintains coordination of the VP's calendar and daily agenda. Makes travel arrangements, schedules appointments and coordinates meetings. Proactively prepares VP for upcoming meetings/projects.
    2. Maintains coordination of the Director of Physician Services calendar. Maintains appointments and coordinates meetings while supporting the departments.
    3. Gather and analyzes data in preparation for regular and special reports and meetings. Assists VP/Sr. Director/Directors with special projects as requested.
    4. Extensive phone management and excellent telephone interaction skills necessary for screening calls and directing to the appropriate party. Outstanding relationship-building skills (for internal and external parties) are a prerequisite.
    5. Composes complex correspondence, reports and other documents; prepares and distributes meeting materials and executes independent follow-up
    6. Generates reports and data analysis utilized by the VP and their departments to support business planning.
    7. Responds to and prioritizes mails and routes to the appropriate party.
    8. Excellent maintenance of files (manual and automated) is a must for the VP, many files of a confidential nature.
    9. Represents the Hospital with professionalism, integrity and a relentless focus on customer service.
    10. Assists VP in preparing/organizing/monitoring departmental budgets. Monitors expenses against budget; identifies and projects trends. Quarterly status reports also should include projected impact on corporate financials. Takes initiative and has complete authority to notify and work with direct reports to resolve budget problems. Has full authority to prepare and process check requests, purchase orders, office supplies, etc.


    1. College business or health care administration degree preferred; high school diploma or equivalent and minimum of one year of college or secretarial training, emphasizing course work in typing, grammar, computer skills (Work, PowerPoint, Excel, Outlook) and business practices is required
    2. A minimum of five years of progressive secretarial experience is required; three years minimum in health care setting preferred. Successful, demonstrated experience with top level management as an executive assistant is required. Strong typing and word processing skills with strong proficiency in Microsoft Word, PowerPoint, Excel and graphics. Strong writing and editing skills. Exceptional experience in calendar coordination and meeting arrangements. Previous experience with computerized scheduling (Outlook) is essential. Exceptional written, verbal and organization skills
    3. Applicant must possess a strong work ethic, sound decision-making skills, independence and initiative, and attention to detail. Applicant should exemplify a team attitude to work effectively with internal and external contacts. Position requires accuracy, reliability, and the ability to effectively perform under pressure of deadlines and with limited supervision/instructions. Other specific skills required:
    4. Ability to independently problem solve for big and small issues
    5. Take imitative and a keen interest in learning about our departments, our internal and external customers, and our team approach
    6. Take imitative on both problem investigation and resolution
    7. Ability to listen comprehensively and critically and to understand the bigger picture and to relay communications effectively and thoroughly
    8. Consistent attention to detail


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