Rush University Medical Center
Executive Assistant to COO
Rush University Medical Center, New Orleans, Louisiana, United States, 70123
Location:
Chicago, ILHospital:
RUSH University Medical CenterDepartment:
Presidents OfficeWork Type:
Full Time (Total FTE between 0.9 and 1.0)Shift:
Shift 1Work Schedule:
8 Hr (8:00:00 AM - 5:00:00 PM)Summary
Serves as a liaison and representative for the Chief Operating Officer. Provides comprehensive administrative support related to general operations and internal and external communications. Oversees activities related to board/committee preparation, complex calendaring, confidential correspondence, meeting organization and staffing, and conference management. The individual will exercise independent judgment and absolute discretion on a daily basis, familiar with the formal and informal department goals, standards, policies, and procedures. Strong communication skills, attention to detail, ability to prioritize multiple requests, and organizational skills are required for this role. Exemplifies the Rush mission, vision, and values and acts in accordance with Rush policies and procedures.Responsibilities
Complex appointment calendaringMaintains complex appointment schedule including standing and recurring meetings, maintains a 'tickler' file for supporting information on upcoming meetings.Organizes meetings and appointments with senior management, often requiring re-scheduling of established meetings. Confirms meeting logistics, obtaining room, refreshments, and media as required.Creates portions and/or entire presentations on requested topics to be delivered by department senior management.Creates agendas and drafts associated speaking points based on specific objectives, goals, and/or topics for meetings chaired by department senior management.Interacts with Rush Senior Management, faculty, and staff, external organizations/agencies.Creates and edits confidential correspondence.Assists with special visitors.Arranges travel - air, hotel, meeting registration, automobile - as needed for attendance at conferences.Responsible for implementing, organizing, and maintaining master filing system.Answers and directs phone calls to proper person and provides assistance as requested or required. May serve as a receiving and triage point for sensitive/confidential matters, communicating with all levels of employees, including senior leadership. May be asked to track, initiate follow-up, and report on specific issues.Provides identification, implementation, and coordination of new and ongoing projects including departmental budget and process improvement initiatives that require data collection.May provide program support and some event management for Rush's recognition and employee activities and programs such as the Rush Holiday party, Department events, etc.Prepares all compensation committee materials and serves as the primary interface with board members and/or their support staff.Other Information
Required Job Qualifications:
Five years' experience as an Executive Assistant at the Senior Executive level.Critical thinking and problem-solving skills are required to assess and resolve issues around scheduling, projects, and/or daily responsibilities.Strong written and verbal communication skills; excellent interpersonal skills.Proficiency in Microsoft Word, PowerPoint, Visio, and Excel.Experience/comfort in use of laptop computer (for use in taking minutes at various meetings).Strong multi-tasking capabilities.Problem-solver and troubleshooter with employees, medical staff, and support staff.Strong prioritization skills to assure completion of multiple tasks on or ahead of schedule.Ability to 'think on your feet', strong initiative, sense of urgency, and highly organized.Excellent interpersonal skills with particular emphasis on self-generating initiative for creative problem solving and providing complex assistance to visitors, guests, faculty, and staff.Ability to act both independently and as a team member.Clear, concise, accurate communication skills for direct interaction personally, via telephone, email, and correspondence. Ability to maintain a high level of integrity and confidentiality, and exercise independent judgment.Ability and willingness to approach tasks with a spirit of collaboration to problem-solve with peers and customers.Viewed by others as approachable, dependable, and a self-starter.Preferred Job Qualifications
College Education.Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
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Chicago, ILHospital:
RUSH University Medical CenterDepartment:
Presidents OfficeWork Type:
Full Time (Total FTE between 0.9 and 1.0)Shift:
Shift 1Work Schedule:
8 Hr (8:00:00 AM - 5:00:00 PM)Summary
Serves as a liaison and representative for the Chief Operating Officer. Provides comprehensive administrative support related to general operations and internal and external communications. Oversees activities related to board/committee preparation, complex calendaring, confidential correspondence, meeting organization and staffing, and conference management. The individual will exercise independent judgment and absolute discretion on a daily basis, familiar with the formal and informal department goals, standards, policies, and procedures. Strong communication skills, attention to detail, ability to prioritize multiple requests, and organizational skills are required for this role. Exemplifies the Rush mission, vision, and values and acts in accordance with Rush policies and procedures.Responsibilities
Complex appointment calendaringMaintains complex appointment schedule including standing and recurring meetings, maintains a 'tickler' file for supporting information on upcoming meetings.Organizes meetings and appointments with senior management, often requiring re-scheduling of established meetings. Confirms meeting logistics, obtaining room, refreshments, and media as required.Creates portions and/or entire presentations on requested topics to be delivered by department senior management.Creates agendas and drafts associated speaking points based on specific objectives, goals, and/or topics for meetings chaired by department senior management.Interacts with Rush Senior Management, faculty, and staff, external organizations/agencies.Creates and edits confidential correspondence.Assists with special visitors.Arranges travel - air, hotel, meeting registration, automobile - as needed for attendance at conferences.Responsible for implementing, organizing, and maintaining master filing system.Answers and directs phone calls to proper person and provides assistance as requested or required. May serve as a receiving and triage point for sensitive/confidential matters, communicating with all levels of employees, including senior leadership. May be asked to track, initiate follow-up, and report on specific issues.Provides identification, implementation, and coordination of new and ongoing projects including departmental budget and process improvement initiatives that require data collection.May provide program support and some event management for Rush's recognition and employee activities and programs such as the Rush Holiday party, Department events, etc.Prepares all compensation committee materials and serves as the primary interface with board members and/or their support staff.Other Information
Required Job Qualifications:
Five years' experience as an Executive Assistant at the Senior Executive level.Critical thinking and problem-solving skills are required to assess and resolve issues around scheduling, projects, and/or daily responsibilities.Strong written and verbal communication skills; excellent interpersonal skills.Proficiency in Microsoft Word, PowerPoint, Visio, and Excel.Experience/comfort in use of laptop computer (for use in taking minutes at various meetings).Strong multi-tasking capabilities.Problem-solver and troubleshooter with employees, medical staff, and support staff.Strong prioritization skills to assure completion of multiple tasks on or ahead of schedule.Ability to 'think on your feet', strong initiative, sense of urgency, and highly organized.Excellent interpersonal skills with particular emphasis on self-generating initiative for creative problem solving and providing complex assistance to visitors, guests, faculty, and staff.Ability to act both independently and as a team member.Clear, concise, accurate communication skills for direct interaction personally, via telephone, email, and correspondence. Ability to maintain a high level of integrity and confidentiality, and exercise independent judgment.Ability and willingness to approach tasks with a spirit of collaboration to problem-solve with peers and customers.Viewed by others as approachable, dependable, and a self-starter.Preferred Job Qualifications
College Education.Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
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