5 Years Of Multi-Departmental Support Experience Administrative Assistant Jobs in Advocate Health Care Downers Grove, IL

The Administrative Assistant is responsible for high-level administrative support to the President and senior leadership. This includes managing correspondence, calendars, meetings, travel, and key communications, as well as supporting board and leadership functions, coordinating events, and representing the executive office both internally and externally. The role requires discretion, initiative, and the ability to manage multiple high-stakes priorities in a fast-paced environment.

Responsibilities:

• Prepare professional documents including reports, memos, agendas, and presentations.
• Coordinate logistics for meetings, retreats, and events including catering, A/V, agendas, and travel.
• Prepare meeting minutes (e.g., Governing Council), track follow-ups, and update SharePoint sites.
• Serve as liaison for executive meetings and board communications.
• Interface with internal teams, external stakeholders, and board members.
• Provide critical background and context to the President ahead of key interactions or decisions.
• Screen and route inquiries, responding to complaints or issues as appropriate.
• Office & Department Operations
• Onboard new admin staff: arrange equipment, access, supplies.
• Cover for other admin staff when needed.

Education & Experience:

• Associate’s degree or equivalent experience required.
• Minimum of 5 years of administrative support, preferably supporting executive leadership.

Skills & Competencies:

• Typing speed of 60+ wpm (preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).
• Strong relationship-building, discretion, and communication skills.
• Excellent attention to detail, prioritization, and time management abilities.
• Proven ability to work independently and handle confidential information.