Executive Administrative Assistant II

• Position: Executive Administrative Assistant
• Location: Elmhurst Hospital
• Full Time
• Hours: Monday-Friday, 8:00am - 5:00pm
• Primarily onsite position: will have periodic flexibility to work from home.
• Required Travel: local travel throughout health system will be required as needed.

The Executive Assistant to the Chief Information Officer provides high level administrative support to the CIO in a complex, fast paced, and evolving enterprise environment. This role requires exceptional organization, judgment, discretion, initiative, and technology fluency.

The Executive Assistant anticipates administrative needs, manages competing priorities, coordinates effectively across executive offices and stakeholders, and helps ensure the Office of the CIO operates efficiently and professionally.

• →Manage a complex and dynamic executive calendar, proactively coordinating meetings, resolving scheduling conflicts, and adjusting priorities as needs change.
• →Coordinate meetings involving senior executives, IT leaders, clinical and operational leaders, Board and governance activities, external partners, and other stakeholders.
• →Anticipate administrative needs and proactively address scheduling, logistics, materials, and other requirements before they become issues.
• →Coordinate executive travel, itineraries, meeting logistics, expenses, and related administrative activities.
• →Prepare and organize meeting materials, agendas, presentations, correspondence, and other executive documents.
• →Capture meeting notes and action items when requested and support timely administrative follow up.
• →Draft, edit, proofread, and format executive communications and correspondence with accuracy and professionalism.
• →Manage incoming communications and requests, using sound judgment to assess urgency, coordinate responses, and escalate appropriately.
• →Handle highly confidential and sensitive information with discretion and professionalism.
• →Maintain organized executive files, records, contacts, and other information needed to support the CIO.
• →Build strong working relationships with Executive Assistants and administrative professionals across Endeavor Health to support effective coordination and communication.
• →Use Microsoft 365, collaboration platforms, AI enabled productivity tools, and other technology to improve administrative efficiency and simplify workflows.
• →Identify opportunities to improve administrative processes, reduce unnecessary work, and make the Office of the CIO more efficient.
• →Adapt quickly to changing priorities and remain organized, responsive, and composed during periods of high activity and organizational change.
• →Provide additional administrative support and coordination as needed to ensure the effective operation of the Office of the CIO.

• Bachelor's degree preferred, or equivalent combination of education and relevant executive administrative experience.

• Five or more years of progressively responsible administrative or executive support experience preferred.
• Demonstrated experience supporting a senior executive in a complex organization.
• Experience supporting a C suite executive strongly preferred.
• Experience managing complex executive calendars, travel, meetings, correspondence, and confidential information.
• Experience coordinating across multiple executives and administrative offices preferred.
• Healthcare experience preferred, but not required.
• Experience using technology to improve administrative workflows and executive productivity preferred.

• Exceptional organizational and time management skills with demonstrated ability to manage multiple priorities simultaneously.
• Strong judgment and the ability to work independently with minimal supervision.
• Highly proactive, with the ability to anticipate administrative needs and take appropriate action without waiting for direction.
• Excellent written and verbal communication skills with strong attention to detail.
• Strong interpersonal skills and the ability to interact professionally and confidently with senior executives, team members, external partners, and other stakeholders.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
• Strong technology aptitude and demonstrated ability to learn and effectively use new digital and AI enabled productivity tools.
• Excellent calendar management and meeting coordination skills.
• Ability to manage confidential and sensitive information with a high degree of discretion.
• Strong problem solving skills and the ability to remain calm and effective in a fast paced environment.
• Resourceful and comfortable independently finding information, resolving administrative issues, and completing assignments.
• Strong service orientation with a warm, professional, and collaborative approach.
• Commitment to continuous learning and improving how administrative work gets done.