Executive Assistant I-28537

Location: Chicago, Illinois

About the role

Under limited supervision, performs a wide variety of administrative tasks in support of a top executive. May compose and type correspondence, relay confidential information, gather and interpret information to develop reports and maintain departmental files, assist in monitoring departmental budgets, and screen visitors and telephone calls.

Responsibilities

• Provides high-level dedicated administrative support to the Executive.
• Understands and adheres to the confidential nature of the Executive’s duties.
• Ensures that all matters requiring attention in the absence of the Executive are handled or referred to the appropriate person.
• Maintains calendar using Microsoft Outlook.
• Coordinates and schedules meetings and appointments.
• Schedules and coordinates meetings, working with senior management to identify dates/times.
• Creates and issues annual calendars and sends reminder notices, as needed.
• Secures room locations with appropriate setup and technical support for meeting events.
• Prepares agendas or presentations, attends meetings with the executive, and takes, transcribes, and distributes notes or minutes.
• Ensures pre-meeting materials are available in a timely manner and distributed appropriately.
• Tracks attendance in departmental database and generates annual report.
• Distributes periodic committee self-assessment surveys and provides initial results analysis, as needed.
• Makes travel arrangements for executives; follows through on duties related to registration, accounts payable, reimbursements, logistical support, etc.
• Responds to inquiries and requests, provides assistance and support to Executive and executive team for multiple administrative issues as needed.
• Screens visitors, phone calls, and communication; sorts, prioritizes, and responds as appropriate.
• Maintains confidentiality of sensitive information.
• Handles diverse problems of a non-repetitive nature.

Requirements

• High school diploma.
• Five years of administrative experience.
• Proficient in Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel).
• Extensive knowledge of modern general office methods and equipment, with the ability to adapt to changing technologies as needed.
• Strong command of the English language with excellent grammar, spelling, punctuation, and composition skills.
• Excellent communication, organizational, interpersonal, and follow-through skills.
• Self-motivated, reliable, sensitive to issues of confidentiality, detail-oriented, resourceful, and adaptable.
• Experience working with the public and ability to work and communicate with a variety of personalities.
• Professional and pleasant demeanor when dealing with colleagues, supervisors, trustees, and their office staff.
• Ability to conceptualize and manage complex projects while engaging resources from inside and outside the department.
• Ability to effectively and accurately manage multiple schedules, establish and maintain effective working relationships, and independently prioritize workload, meet deadlines, and work effectively in a fast-paced environment with multiple demands.
• Ability to work as part of a team and build collaborative relationships.

Pay

Pay Range: $27.47 - $38.81 per hour. Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry-specific market data. The pay range reflects Rush’s anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case. This role has a corresponding incentive plan based on multiple factors.

Schedule

Full Time, 8-hour shifts (8:00 AM - 4:00 PM).

Benefits

Rush offers exceptional rewards and benefits, including incentive compensation and additional benefits. Learn more at the Rush benefits page.