Executive Assistant

Overview

The Executive Assistant for the Brand & Communications Division manages a suite of administrative support functions to sustain the efficient and effective management of the Division’s resources.

As part of a high-energy team, provides primary administrative support to the leader (officer) of the division, as well as general support for the team’s activities including internal communications, media relations, digital communications, publications, photo / video / design projects, special events, etc.

Provides multi-faceted administrative support and assistance to ensure effective use of an officer's time and productive interactions with staff, business vendors, the media and the public.

Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.

Manages the officer's schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts research and information gathering on behalf of the officer and prepares summaries and reports.

Develops positive and strategic relationships at all levels of the organization. Uses discretion, judgement, and knowledge of the organization to facilitate the officer's activities and maintain confidentiality.

May be responsible for directing and deploying support staff or other resources.

This is a hybrid role requiring a minimum of two days a week in the Oakbrook Terrace, IL office.

Responsibilities

Prepares communications materials, including letters, memos, papers, speeches, proposals, outlines, and forms. Prepares copies of all documents for distribution including adding documents to appropriate portal.

Composes correspondence for Officer as directed.Receives, opens, and reviews all incoming mail and email. Determines whether certain pieces should be forwarded to other departments and forwards as appropriate.

Sends out mail and email. Requests special handling or services as needed, such as express or special delivery. Answers all incoming calls.

Forwards calls to Officer(s) or appropriate department; takes messages or assists callers when possible. Schedules meetings, appointments, and speaking engagements for Officer(s) as directed.

This includes rescheduling meetings and juggling calendars to accommodate urgent matters that may arise. Books meeting rooms and makes other arrangements as needed, including meal and / or beverage service.

Confirms attendance of others for meetings. Makes travel arrangements in compliance with organizational policies. Outlines travel constraints and schedule requirements and verifies arrangements upon completion.

Prepares detailed travel itineraries for Officer(s) as needed. Files expense reports in a timely fashion.Maintains appropriate files and records, including correspondence, reports, expenses, proposals, and miscellaneous items.

Maintains confidentiality of records. Prepares materials and makes necessary arrangements for internal and external meetings for staff, executives, clients, Board and / or advisors.

Confirms facility and related arrangements. Invites attendees and prepares and sends out agenda and related materials. Coordinates travel arrangements, if necessary.

Assists with on-site arrangements and preparations. Prepares post-meeting materials, such as minutes, processes expense reports and follow-up materials.

Ensures that the office area has adequate supplies. Assists with a variety of assigned administrative work, such as monitoring of budget status and preparation and distribution of regular reports.

Includes processing of procurements and invoices.Works on special assignments, including gathering and organizing of information and materials, and preparation of special reports.

Work in conjunction with Executive Assistant to the President to greet and assist staff and visitors to the area.Assists Officers and other staff with equipment located in the OP conference room.

Qualifications

• The level of knowledge equivalent to that ordinarily acquired through completion of high school. Coursework in the administrative support field is preferred.
• Five to six years of experience as a secretary or administrative assistant in support of a senior manager; experience in a healthcare setting preferred.

Experience in communication or martketing preferred.

• Advanced computer skills in the use of such software applications such as MS Word, Excel, PowerPoint, Notebook, MS Outlook, MS Teams and Zoom.
• The ability to work in a fast-paced, deadline driven environment.
• The ability to reason and provide resolutions or alternative solutions.
• The ability to work in a discreet manner, maintaining confidentiality.
• The ability to pay high attention to detail to ensure that high quality work leaves the organization.
• Excellent communication skills and client service mindset.
• Must be willing to work as a team player with other Executive Assistants and staff.

Note : Successful applicants for domestic positions that require travel to a customer site must be fully vaccinated against COVID-19 as a condition of employment.

This job description is intended to describe the general nature and level of work performed by an employee assigned to this position.

The description is not an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities, and working conditions associated with this position.

All requirements are subject to possible modification and reasonably accommodate individuals with disabilities.

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