Executive Administrative Assistant - Oncology, Full-Time, Days

The salary range for this position is $32.11 - $44.95 (Hourly Rate)

Placement within the salary range is dependent on several factors such as relevant work experience and internal equity. For positions represented by a labor union, placement within the salary range is guided by the rules outlined in the collective bargaining agreement.

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section located at jobs.nm.org/benefits to learn more.

Northwestern Medicine is powered by a community of colleagues who are purpose-driven and committed to our mission to deliver world-class care. Here, you'll work alongside some of the best clinical talent in the nation leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine.

We recognize where you've been, and we support where you're headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and culture of service.

Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment.

Create the life you envision for yourself with flexible work options, a Reimbursable Well-Being Fund and a Total Rewards package that support your physical, mental, emotional, and financial well-being.

Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce-led resource groups.

From discovery to delivery, come help us shape the future of medicine.

Description

The Executive Administrative Assistant position reflects the mission, vision, and values of Northwestern Memorial, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines, and all other regulatory and accreditation standards.

We are seeking a highly organized, proactive, and professional Executive Administrative Assistant to provide comprehensive support to two Vice Presidents within the Oncology Department of an Academic Medical Center. This individual will serve as a trusted partner to executive leadership, helping manage priorities, facilitate communication, and ensure the seamless execution of administrative and operational activities across a complex, fast-paced environment.

The ideal candidate is an exceptional communicator who can interact confidently, professionally, and with discretion among executive leaders, physicians, faculty, researchers, staff, and external partners. This role requires outstanding judgment, attention to detail, and the ability to anticipate needs, manage competing priorities, and adapt quickly to changing circumstances.

Key responsibilities include managing complex and frequently changing calendars; coordinating meetings, events, and executive engagements; arranging travel; and preparing and processing expense reports and reimbursements accurately and efficiently. The Executive Administrative Assistant will also prepare correspondence, presentations, meeting materials, and executive communications; monitor key deliverables and action items; ensure timely follow-through on commitments across multiple stakeholders; and perform other duties as assigned.

The successful candidate will exercise independent judgment in managing executive time and priorities, proactively identify and resolve issues, and serve as a central point of coordination for a broad range of internal and external relationships. The role demands strong organizational skills, exceptional professionalism, and the ability to handle sensitive and confidential information with the highest level of integrity.

The ideal candidate is resourceful, adaptable, highly responsive, and committed to delivering exceptional service. Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint, is required. Experience supporting multiple senior executives and managing high-volume, complex calendars in a healthcare, academic medicine, or other large matrixed organization is strongly preferred.

 

 

Qualifications

Minimum Requirements:

Education:

• Associate degree or equivalent relevant work experience.

Experience:

• 3-5 years of experience in a business office with a strong emphasis on database management and customer service. 

Behavioral Attributes:

• Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint
• Ability to organize and think independently.  Excellent interpersonal skills.

Preferred:

• B.A. degree or business equivalent and 5 years business experience.
• Experience supporting multiple senior executives and managing high-volume, complex calendars in a healthcare, academic medicine, or other large matrixed organization is strongly preferred

Equal Opportunity

Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status. 

Background Check 

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check.  Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act. 

Artificial Intelligence Disclosure 

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.  

Benefits 

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. 

Click on or copy and paste URL to your browser to view detailed benefits information https://jobs.nm.org/benefits  

Please refer to the Benefits Eligibility by Employment Classification to determine benefits eligibility for job postings.  

If sign-on bonus is included in a job posting eligibility is as followed: Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign-on bonus. Exception: New graduate internal employees seeking their first licensed clinical position as a Registered Nurse at NM may be eligible.