Executive Assistant

By joining our team, you’ll be part of our life-changing Mission and Vision. You’ll work in a truly inclusive environment where diversity and equity are championed through words and actions.

You’ll contribute to an innovative culture that is second to none, one that embraces curiosity, discovery and compassion.

You’ll play a role in something that’s never been done before as we integrate science and clinical care to help patients achieve better, faster outcomes as we Advance Human Ability, together.

Job Description Summary

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.

Job Description

The Executive Assistant II :

Screens incoming telephone calls, visitors, and requests, responding to the need for information and assistance, including assisting callers and visitors with complaints.

Collaborates 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.

Composes correspondence regarding administrative matters and general policies for Executive's approval.

Prepares materials needed by the Executive for correspondence, appointments, telephone calls, meetings, and conferences, keeping the Executive informed on matters being considered.

Composes minutes for various committees and meetings, which includes the distribution of minutes and accompanying materials to Board members.

Acts as a liaison support between Board members and the Executive.

Schedules meetings and tentative appointments, working with Executives to establish and maintain priority and rescheduling or declining appointments as necessary.

Maintains calendars for Executives, including polling the appropriate individuals for meeting availability.

Makes arrangements, including travel arrangements, for meetings and conferences.

Researches 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.

Prepares travel and other expense reports for appropriate signatures as well as expediting invoices for payments.

Establishes 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.

Reporting Relationships

Reports directly to the Physicians Practice division.

Knowledge, Skills & Abilities Required

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.

Working Conditions

Normal office environment with little or no exposure to dust or extreme temperature.