Executive Assistant Job at Dupage Medical Group in Downers Grove

Overview

* Work Hours: Full-Time, Monday - Thursday on site in Downers Grove. Friday remote

* Primary Location: Hybrid

What We Offer You:

* Comprehensive medical and prescription drug benefits that include medical coverage at 100% (after deductible) when utilizing a Duly provider.

* $5,250 Tuition Reimbursement per year.

* 40 hours paid volunteer time off.

* A culture committed to Diversity, Equity, and Inclusion (DEI) and Social Impact

* 12 Weeks parental leave at 100% pay and a financial benefit for adoption and surrogacy for non-physician team members.

* 401(k) Match

Reporting directly C-Suite Executive(s), the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters. The Executive Assistant also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Responsibilities

* Completes a broad variety of administrative tasks for executives, including managing an extremely active and complex calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related

meetings.

* Works with HR to schedule virtual and onsite interviews, coordinating travel, agendas and at times, working directly with recruiting firms.

* Plans, coordinates and ensures the executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive.

* Communicates directly, and on behalf of the executive, with Board members, and others, on matters related to company's programmatic initiatives.

* Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

* Provides a bridge for smooth communication between executive and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

* Works closely and effectively with executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive updated.

* Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.

* Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive's ability to effectively lead the company.

* Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Qualifications

* Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

* Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners

* Expert level written and verbal communication skills

* Demonstrated proactive approaches to problem-solving with strong decision-making capability

* Emotional maturity

* Highly resourceful team-player, with the ability to also be extremely effective independently

* Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

* Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

* Forward looking thinker, who actively seeks opportunities and proposes solutions

* 6+ years of related experience required in working in an executive assistant role supporting C-Level executives.

* Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Sharepoint and other internet based applications

* Ability to communicate effectively and professionally.