EXECUTIVE ASSISTANT - PUBLIC RELATIONS

JOB SUMMARY Executive Assistant-CCHHS provides executive support to the Direct Appointee and serves as the primary point of contact for the office of the Direct Appointee. This role offers administrative support, representation, event planning, project management, and coordination with entities and organizations as requested. The role organizes, coordinates and oversees special projects and requires creativity in a mission-focused, results-driven, community-oriented environment. Typical Duties Plans the Direct Appointee's daily calendar, tracks appointments, and prepares materials for meetings. Composes high-level correspondence and memoranda independently and with professional quality. Prepares executive correspondence and performs complex administrative duties for administrative and fiscal projects, including preparation of spreadsheets and charts and conducting research. Maintains and coordinates communication within the organization between the Direct Appointee and designated contacts. Follows up on meeting-generated tasks. Coordinates travel plans, including scheduling, itinerary, and material preparation. Handles telephone calls professionally and initiates appropriate disposition. Answers informational questions and determines appropriate actions for sensitive matters with organization-wide visibility. Exercises good judgment with strong written and verbal communication, administrative and organizational skills. Manages projects from conception to completion while handling confidential matters with discretion. Establishes and maintains influential and strategic relationships across the system. Maintains confidentiality of information and decisions within the Direct Appointee's office. Creates Word documents, Excel spreadsheets, PowerPoint presentations, etc.; edits and proofreads materials and verifies data in reports. Handles highly sensitive, confidential communications about staff, department, and hospital matters. Plans, organizes and coordinates meetings or events, including room reservations, invitations, catering, and vendor payments. Coordinates room setup and equipment (conference calls, AV, projector, etc.). Works with multiple internal departments, external agencies, the general public, and individuals on a wide range of projects. Represents the Health System in interactions, applying customer service skills and good judgment in inquiries, complaints, and requests for direction. Other duties as assigned. Reporting Relationship Reports to the Direct Appointee. Minimum Qualifications Bachelor’s or higher-level degree. Five (5) years of full-time work experience as an Executive Assistant to individuals at a Chief, President, Executive and/or Vice President level. Intermediate proficiency in Microsoft Office Excel, PowerPoint, Word. Preferred Qualifications Prior healthcare experience. Knowledge, Skills, Abilities and Other Characteristics Excellent verbal and written communication skills to engage all levels of staff and a diverse patient population. Strong customer service skills. Proficiency in Microsoft Office Excel, PowerPoint, and Word at an intermediate level. Good phone and email etiquette with strong response times. Attention to detail, accuracy, and precision. Proactive and self-starting with ability to work with minimal supervision. Ability to plan, lead, and complete projects on time. Ability to analyze data, create reports, and present information to decision makers. Experience creating and managing business processes. Leadership qualities with the ability to influence others with energy and enthusiasm. Problem-solving: define and solve problems, collect data, establish facts, and draw valid conclusions. Ability to prioritize, plan, and organize projects and tasks. Ability to multi-task and meet deadlines in a fast-paced environment. Commitment to professional standards for customer service, confidentiality, and quality of work. Adherence to department policies and standards using best practices. Professional demeanor and composure when challenged. Ability to function autonomously and as part of a multidisciplinary team. Physical and Environmental Demands This position operates in a healthcare environment. The incumbent must adhere to all hospital and department safety requirements, including PPE, hand hygiene, and department-specific safety procedures. This description summarizes the general nature and level of work performed; it is not an exhaustive list of all responsibilities, duties, and skills required. Typical duties are essential job functions under the Americans with Disabilities Act. Benefits Package Medical, Dental, and Vision Coverage Basic Term Life Insurance Pension Plan and Deferred Compensation Program Employee Assistance Program Paid Holidays, Vacation, and Sick Time Public Service Loan Forgiveness Program (PSLF) eligibility For more information on benefits, visit the provided link. Veteran Preference To receive Veteran Preference, appropriate discharge papers must be attached to the online application or included with your emailed resume/CV. Please refer to Veteran Preference document requirements listed on the bottom of this posting. Veteran preference requires identifying as a Veteran on the application, and providing applicable discharge papers or a valid State ID/Driver’s License as applicable. Veterans must meet all required qualifications at the time of application filing. Degrees awarded outside the United States must be evaluated by a NACES or AICE approved service where applicable. Original credentialing documents must be presented at time of interview. All offers of employment are contingent upon references, background checks, licensure/certifications, and the successful completion of a physical and pre-employment drug screen. Cook County Health is an Equal Opportunity Employer. #J-18808-Ljbffr