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Executive Secretary - UI Health, Mile Square Health Center

University of Illinois Chicago
life insurance, paid time off, sick time, retirement plan
United States, Illinois, Chicago
Mar 21, 2026
Executive Secretary - UI Health, Mile Square Health Center Executive Secretary - UI Health, Mile Square Health Center Hiring Department: MSHC - Administration Location: Chicago, IL USA Requisition ID: 1040269 FTE: 1 Work Schedule: Monday - Friday, 9:00AM - 5:00PM Shift: Days # of Positions: 1 Workplace Type: On-Site Posting Close Date: 3/23/2026 Salary Range (commensurate with experience): $71,389.50 - 100,000.00 / Annual Salary About the University of Illinois Hospital & Health Sciences System (UI Health) The University of Illinois Hospital & Health Sciences System (UI Health) provides comprehensive care, education, and research to the people of Illinois and beyond. A part of the University of Illinois Chicago (UIC), UI Health comprises a clinical enterprise that includes a Joint Commission-accredited tertiary care hospital and outpatient clinics, and the Mile Square Health Center network of federally qualified health centers. It also includes the seven UIC health science colleges: the College of Applied Health Sciences; the College of Dentistry; the School of Public Health; the Jane Addams College of Social Work; and the Colleges of Medicine, Pharmacy, and Nursing, including regional campuses in Peoria, Quad Cities, Rockford, Springfield, and Urbana. UI Health is dedicated to the pursuit of health equity. Learn more: https://hospital.uillinois.edu/about-ui-health This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. The Executive Assistant to the CEO provides high-level administrative and operational support, using initiative, independent judgment, and discretion concerning priorities with a high degree of specialization. The Executive Assistant also coordinates a range of special administrative projects as assigned, including coordination of schedules, communication, board support, event planning, and documentation. The ideal candidate will demonstrate excellent organizational skills, and a high degree of professionalism and confidentiality. Under the supervision of the Chief of Administration and Development will support the office of the CEO. Duties & Responsibilities: Provide comprehensive administrative assistance to the CEO, including preparation and maintenance of documentation for leadership meetings and the Mile Square Board of Directors meetings. Draft agendas, attend meetings, take accurate notes, and track follow-up on action items. Review, prioritize, and route incoming documents requiring CEO attention or approval. Maintain and coordinate the CEO's calendar, schedule meetings, and ensure effective time management. Coordinate travel arrangements and process related expense reports accurately and in a timely manner. Plan and coordinate internal and external events-such as workshops, webinars, strategic meetings, and retreats. Managing all logistics including scheduling, venue or virtual setup, materials preparation, catering, technical support, and post-event follow-up. Responsible for general purchasing and the accurate and timely processing of travel reimbursements, p-card transactions and expense reporting Serve as a central point of contact and information for the office of the CEO. Respond to oral and written requests independently or with CEO guidance. Maintain the highest level of confidentiality in all communications, records, and organizational matters. Maintains the staff vacation/sick time database for employees reporting directly to the CEO, ensuring accurate tracking of vacation, sick leave, and other absences in compliance with organizational policies. Identify and implement improvements to administrative workflows, office organization, and communication systems to enhance efficiency and effectiveness within the Executive Office. Trains with administrative assistants to provide overall executive leadership support. Perform other related duties and participate in special projects as assigned. Minimum Qualifications Required: High school diploma or equivalent. Five (5) years (60 months) of assistant/clerical experience that included the performance of responsible administrative assistant duties. Preferred Qualifications: Advanced computer skills using Microsoft Office and proficiency with Internet browsers. Excellent keyboarding, grammar, and proofreading skills, with a strong emphasis on accuracy and application of business writing techniques to compose correspondence, reports, and produce a wide variety of business forms/documents. Ability to effectively interact and communicate with a variety of people exercising courtesy, tact, and diplomacy when receiving calls and answering questions from people inside and outside the University. Excellent organizational and facilitation skills. Exhibits initiative and able to work independently with limited administrative supervision. Demonstrates flexibility, creativity, and the ability to work under pressure. Basic knowledge of university, hospital, and MSHC policies and procedures. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Request an Accommodation 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. To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/19395?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-5d4c22cb7f36954bac885d8799193c4b