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    Executive Assistant - Chicago, United States - Shirley Ryan Ability Lab

    Shirley Ryan Ability Lab
    Shirley Ryan Ability Lab Chicago, United States

    1 day ago

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    Description
    By joining our team, you'll be part of our life-changing Mission and Vision. You'll work in a truly inclusive environment where diversity and equity are championed through words and actions. You'll contribute to an innovative culture that is second to none, one that embraces curiosity, discovery and compassion.

    You'll play a role in something that's never been done before as we integrate science and clinical care to help patients achieve better, faster outcomes - as we Advance Human Ability, together.

    Job Description Summary

    Provides administrative and office support services to the CEO.

    Works under general objectives established by the CEO utilizing a high level of initiative and discretion in prioritizing work and in performing duties that are generally complex and confidential in nature.


    Screens and handles situations for, and in the absence of, the Executive, determining urgency of issues and appropriate course of action to be taken.

    Researches information, coordinates projects and surveys, composes and compiles documents, creates spreadsheets, and compiles reports.


    Consistently demonstrates support of the SRALAB statement of Mission and Philosophy by striving for excellence, contributing to the team efforts and showing respect and compassion for patients and their families, fellow employees, and all others with whom there is contact at or in the interest of the institute.

    Job Description


    • Screens and analyzes all incoming telephone calls, visitors, and requests; personally responds to the need for information and assistance, assesses and triages requests, including assisting callers with complaints.
    • Based upon a knowledge of SRALAB and the Executive's views, composes correspondence on own initiative about administrative matters and general policies for Executive's approval. May sign for the Executive when subject or policy content has been authorized.
    • Anticipates and prepares materials needed by the CEO for correspondences, appointments, telephone calls, meetings, and conferences and keeps the CEO informed on matters to be considered as well as coordinates issues with the senior executives.
    • Manages minute books of the Board of Directors meetings and the Executive Committee of the Board. This includes typing minutes, distribution of minutes and accompanying materials to Board members and attendance records for each meeting.
    • Assists Board members with special requests for families and friends. Also, acts as a liaison support between the Board members and CEO, appropriate executive, manager or clinical operating group (COG) or department.
    • Schedules tentative appointments without prior clearance. Works closely with the CEO to establish and maintain priority of appointments and social engagements, rescheduling or refusing appointments and invitations as necessary. Maintains the CEO's calendar of events. This includes polling the appropriate executives, managers or clinical operating (COG) or department leaders and other individuals for meeting availability.
    • Make arrangements, including travel arrangements, for meetings and conferences. May attend meetings and record and report on the proceedings.
    • Researches and prepares special or ad hoc reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, or files.
    • Prepares Professional Expense Reports and Travel Expense Reports for appropriate signatures as well as expediting invoices for payments.
    • Screens and analyzes incoming mail, which includes determining the recipient of the mail. This includes determining the recipient of the mail since not all mail should be directed to the President & CEO, rather and administrator for follow-up.
    • In the absence of the CEO, ensures that requests for action or information are relayed to appropriate staff member; as needed, interprets request and helps implement action; makes sure information is furnished in a timely and appropriate manner through own action or action of others.
    • Read publications, regulations, and directives and takes action or refers to others for action.
    • Maintains a close and highly responsive relationship to the day-to-day activities of the CEO; notes commitments made by the CEO on own initiative, and assists with arrangements for staff implementation.
    • Types, takes and transcribes dictation; establishes and maintains office files; requisitions supplies, printing, maintenance, or other services; coordinates personnel and administrative forms and forwards for processing.
    • Establishes follow-up system to insure appropriate individual completes assignments on time and as specified.
    • Advises secretaries in other departments on new procedures for the office of the CEO. When needed, due to special workload demand, coverage requirement projects, or surveys, secures and coordinates secretarial assistance for the office.
    • Serves as a resource to Senior Executives and their Executive Assistants or secretaries in maximizing computer network to improve efficiency and effectiveness of office operations.
    • Perform all other duties that may be assigned in the best interest of SRALAB.
    Reporting Relationships


    • Reports to the CEO.
    Knowledge, Skills & Abilities Required


    • Bachelor of Science or Bachelor of Arts degree required.
    • Requires personal computer experience, including keyboarding skills and competencies in use of personal computers, networks and the application of word processing and spreadsheet software (Microsoft Office).
    • Approximately five to ten years of progressively more responsible work experience in an executive environment requiring a demonstrated ability to function with a high degree of initiative and ability to handle multiple high priority tasks.
    • Typing with the ability to transcribe dictation or take shorthand.
    • At least five years of progressively more responsible work experience with Board matters and members and community organizations.
    • Interpersonal skills to communicate and work well with public, Board members and all levels of management and staff, as well as federal and state agencies.
    • Judgement, discretion, and analytical skills necessary to work independently, prioritize workload, and gather and/or direct information and data; ability to recognize and capitalize on opportunities to improve the efficiency and effectiveness of office operations.
    Working Conditions


    • Normal office environment with little or no exposure to dust or extreme temperature.


    The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.

    They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

    Equal Employment Opportunity

    ShirleyRyan AbilityLab is an equal opportunity/affirmative action employer.

    All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

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