EXECUTIVE COORDINATOR in Chicago, Illinois at Sinai Chicago

Job Summary

The Executive Coordinator (EC) acts as a liaison between the executive, senior leaders and other internal and external stakeholders. The EC may accompany the executive and be responsible for capturing top priorities, themes and tasks to keep the executive work schedule and demands on time and delivered. The EC must be able to anticipate, plan and organize work to optimize the executive’s time with internal and external stakeholders and support the executive’s daily and longer-term priorities and desired business outcomes. The EC will be responsible for preparing executive reports, drafting memos in the executive’s tone, monitoring business and scheduling demands, monitoring schedules and assisting in scheduling appointments, and overseeing basic projects and events management to ensure the executive’s agenda and responsibilities are fulfilled. The EC will partner with the executive’s senior executive assistant to ensure alignment of executive and operational calendars. The EC must have high integrity and be able to develop strong relationships with board members, senior leaders and other stakeholders. The EC must innately understand how to manage diverse needs and highly confidential information.

Working directly and closely with the Chief Executive Officer, this position’s responsibilities include:

• Coordinating with the executive to capture and organize daily priorities and ensure needed resources are in place for the executive.

• Facilitate project plans or meetings to ensure desires of the chief executive are implemented and in place.

• Assist the executive assistant in prioritizing the day-to-day schedule and ensures the executive is kept informed of trending or rising priorities demanding time on the schedule.

• Accompanies executive to key meetings and captures key tasks, follow-ups and network contacts.

• Drafts correspondence on behalf of the executive to follow-up to meetings or prepare for upcoming events and meetings.

• Maintains network and contact databases to keep executives informed on attendees and key contacts linked to potential success of a project, event, or operational outcome.

• Assist in research of resources, networks, individuals, organizations or facts to help prepare or inform the work of the executive.

• Other duties as assigned.

Requirements:

• Bachelor’s Degree with advanced degree preferred • 3+ years of direct experience supporting high level executive

• Previous experience in health care or highly complex organization

• Advanced level of proficiency with Microsoft Office and other network administrative tools

• Ability to draft and edit high-level communication, presentations, and reports

• Must be able to capture the tone and style of executive

• Must be mobile and available with a flexible schedule

• Experience navigating through a highly complex and matrixed organization

• Must know how to partner with executive assistants, executives and key stakeholders to fulfill the needs of the executive.

• Ability to identify and resolve issues in a timely manner, and gather and analyze information skillfully

• Effective interpersonal skills, including the ability to interact with individuals

• Excellent communication skills, both verbal and written

• Strong attention to detail, swift and effective administrator

• Ability to work independently, manage shifting priorities, demonstrate good personal judgment, and effectively handle tasks under pressure • Flexibility in handling workload fluctuations and multiple requests

Education and Work Experience:

• Bachelor’s degree or advanced degree preferred.
• 3+ years of direct experience supporting high level executive.
• Previous experience in health care or highly complex organization.

Knowledge and Skills:

• Advanced level of proficiency with Microsoft Office and other network administrative tools.
• Understands how to manage diverse needs and highly confidential information.
• Ability to draft and edit high-level communication, presentations, and reports.
• Experience navigating through a highly complex and matrixed organization.
• Must know how to partner with executive assistants, executives, and key stakeholders to fulfil the needs of the executive.
• Ability to identify and resolve issues in a timely manner and gather and analyze information skillfully.
• Effective interpersonal skills.
• Must have high integrity.
• Excellent communication skills, both verbal and written
• Strong attention to detail, swift, and affective administrator
• Ability to work independently, manage shifting priorities, demonstrate good personal judgment, and effectively handle tasks under pressure.
• Flexibility in handling workload fluctuations and multiple requests
• Experience Preferred in EPIC and MEDITECH software systems