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Executive Administrative Assistant

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Advocate Health Care

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Location:
United States , Rome

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

30.70 - 46.05 USD / Hour
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Job Description:

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Job Responsibility:

  • Coordination of supervisors’ schedules
  • Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement
  • Sets up meetings and maintains meeting schedule for multiple executives and/or senior vice presidents, assuring that priorities are met and time is used most effectively
  • Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings
  • Performance of diversified administrative and secretarial work in support of multiple executives and/or senior vice presidents
  • Compiles, analyzes, and summarizes data in the preparation of reports
  • Routes inquiries/calls received to appropriate executive(s) for follow through
  • Responds to correspondence not requiring supervisors’ attention
  • Initiates follow up for calls, correspondence, etc., received by supervisors
  • Provides administrative support for the Operations Improvement Department and the Project Support Office
  • Types letters, memos, reports, and other types of correspondence from rough drafts or notes
  • Composes correspondence not requiring supervisors’ attention
  • Provides background information, as required, for correspondence requiring supervisors’ attention
  • Collects data and/or compiles information to prepare reports
  • Prepares presentations, handouts, notices, invitations, etc., utilizing various software packages
  • Preparation and dissemination of correspondence
  • Follows up on letters and phone calls, making sure appropriate parties follow through
  • Screens/sorts mail and determines to whom the correspondence best be routed. Incumbents personally respond to routine matters
  • Screens phone calls
  • Greets and directs visitors
  • Responds to associate/patient complaints, resolves problems, or directs associates/patient to appropriate parties
  • Maintenance of department files
  • Maintains confidential records and files
  • Creates and sets up filing systems

Requirements:

  • High School education or equivalent
  • 7 years of secretarial experience
  • At least 5 years in an executive or senior level secretarial position
  • Typing 60+ wpm preferred
  • Shorthand/dictaphone
  • Basic computer knowledge
  • Proficient with word processing, spreadsheet, and presentation software
  • Ability to navigate and gather information via internet
  • Ability to use supportive technology (e.g.) Palm Pilots or other devices
  • Ability to prioritize work
  • Excellent communication skills
  • Excellent organizational skills
  • Ability to work in changing environment
  • Ability to prioritize independently and respond to multiple simultaneous requests
  • Ability to work under stressful conditions and in difficult situations with a high degree of professionalism, tact and discretion
What we offer:
  • Paid Time Off programs
  • Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
  • Flexible Spending Accounts for eligible health care and dependent care expenses
  • Family benefits such as adoption assistance and paid parental leave
  • Defined contribution retirement plans with employer match and other financial wellness programs
  • Educational Assistance Program
  • Premium pay such as shift, on call, and more based on a teammate's job
  • Incentive pay for select positions
  • Opportunity for annual increases based on performance

Additional Information:

Job Posted:
January 31, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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