The Executive Assistant provides executive support to the Chief Executive Officer and serves as the primary point of contact for the office of the CEO. This individual will provide administrative support, representation, event planning, and project management as well as providing interface with entities and organizations as requested by the CEO. Organizes, coordinates and oversees special projects. Must be creative and enjoy working in an environment that is mission focused, results driven and community oriented.
This position is exempt from Career Service under the Cook County Health and Hospitals System (CCHHS) Personnel Rules.
The job title EXECUTIVE ASSISTANT to CEO must be in the subject line of your email. An application or resume/CV must be filed for each position which interests you. To receive Veteran Preference, appropriate discharge papers must be included with your emailed resume/CV.
Plans the CEO’s daily calendar tracking all appointments, preparing materials for all meetings, etc.
Composes high level correspondence and memoranda independently and with professional quality.
Responsible for preparing executive correspondence and performing complex administrative duties in preparation of administrative and fiscal projects, including preparation of spreadsheets, charts, conducting research, etc.
Responsible for the maintenance and coordination of communication lines within the overall organization and specifically between the CEO and those the CEO designates.
Follows up on meeting-generated tasks.
Coordinates travel plans, including meeting scheduling and itinerary, and material preparation.
Handles telephone calls in a professional and courteous manner, initiating appropriate disposition.
May answer informational questions and determine appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility.
Exercises good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills.
Works on projects from conception to completion while under pressure to handle a wide variety of activities and confidential matters with discretion.
Establishes and maintains influential and strategic relationships at all levels across the system.
Maintains appropriate confidentiality of information and decisions made within the CEO’s Office.
Creates Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, etc.
Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.
Deals discreetly with highly sensitive, confidential written, electronic, and oral communication concerning staff, department, and hospital matters.
Maintains confidential materials related to patients according to hospital standards and in compliance with HIPPA regulations and requirements.
Plans, organizes and coordinates meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment.
Coordinates appropriate room set up room and equipment (set up conference calls, audio-visual equipment, projector, etc., as necessary).
Works with multiple internal departments, external agencies, the general public and individuals on a wide range of projects.
Acts as representative for the Health System in all interactions exercising customer service skills and good judgment in addressing inquiries, complaints and request for direction.
Other duties as assigned.
KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS
Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
Strong customer service skills
Demonstrate intermediate proficiency with Microsoft Office Excel, PowerPoint, and Word
Demonstrate good phone and email etiquette skills with strong response times
Demonstrate attention to detail, accuracy, and precision
Proactive and self-starting: able to work confidently to advance goals within broad parameters, and with minimal supervision
Ability to successfully plan, lead, and complete projects on time
Ability to work with organizational performance metrics, analyze data, create reports, and present information clearly to decision makers
Comfortable with creating, implementing, managing, and executing business processes
Excellent leadership skills, with the ability to influence others, with energy and enthusiasm
Ability to 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 and stressful environment
Ability to uphold professional standards for customer services, confidentiality, and quality of work
Ability to adhere to department policies and standards utilizing best practices
Ability to maintain a professional demeanor and composure when challenged
Ability to function autonomously and as a team member in a multidisciplinary team
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
The Cook County Health & Hospitals System’s mission is to deliver integrated health services with dignity and respect regardless of a patient’s ability to pay; foster partnerships with other health providers and communities to enhance the health of the public; and advocate for policies that promote the physical, mental and social wellbeing of the people of Cook County.
CCHHS is comprised of two hospitals, John H. Stroger, Jr. Hospital and Provident Hospital, a robust network of more than a dozen community health centers, the Ruth M. Rothstein CORE Center, the Community Triage Center, the Cook County Department of Public Health, Cermak Health Services, which provides health care to individuals at the Cook County Jail and the Juvenile Temporary Detention Center, and CountyCare, a Medicaid managed care health plan.
The system cares for more than 300,000 patients each year and its physicians are experts in their fields, committed to providing their patients with comprehensive, compassionate and cutting-edge care. Today, CCHHS is transforming the provision of health care in Cook County by promoting community-based primary and preventive care, growing an innovative, collaborative health plan and enhancing the patient experience.