NI-Executive Assistant to CEO

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

4/27/2026

Entity:

Illinois

Job Code:

NI-4204AC

Job Title:

NI-Executive Assistant to CEO

FLSA Exemption Status:

Exempt

JOB SUMMARY

Under the direction of the Chief Executive Officer (CEO) of UW Health, this position is responsible for the coordination of activities and information flowing to and from the CEO's office. Specifically, the Executive Assistant to the CEO will be responsible for managing multiple tasks and projects with competing priorities and deadlines, screening and prioritizing communication from external and internal sources, organizing and maintaining the administrative operations for the CEO, and serving as the liaison representing the CEO in various situations.    Also supports the VP, Operations and Organizational Performance.

ESSENTIAL DUTIES

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Uses judgment in assessing the urgency and relevance of problems and matters brought to the CEO. Provides recommendations on topics important to UW Health.

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Acts as a key, public-facing team member, establishes and maintains effective working relationships and serves as liaison with UW Health’s executive leadership team and their respective Executive Assistants, Board of Directors, committee members, faculty, officials, affiliated organizations, patients and their families, members of the local health care community and the general public.

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Compiles, edits and prepares documents, correspondence, and presentations. Independently creates and edits draft material, processes final documents, and arranges for distribution.

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Proactively brings together appropriate people or resources to support the CEO in addressing the needs of UW Health.

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Manages the CEO’s schedule to include coordinating arrangements for the CEO and guests, manage preparation materials for meetings, equipment, travel and expenses as necessary. Manages daily schedules aligning with current priorities and deadlines.

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Ensures smooth operation of the CEO office through the efficient coordination of procedures and workflows.

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Develops and maintains a system that alerts CEO of upcoming deadlines, incoming requests and events.

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Remains knowledgeable about strategic goals and issues of importance to the CEO’s office in order to make informed decisions in all aspects of the job.

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Staffs the Board of Directors; Quality Committee of the Board, Executive Governance Committee and the Executive Compensation Committee meetings; CEO Senior Leadership meetings; and other governance or management meetings as needed.

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Facilitates communication for the CEO with Boards, senior leadership.

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Manages operations, scheduling, and upkeep of executive offices located at Lake Peterson House

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

Associate's Degree

in relevant field. 2 years of combined education and/or relevant experience may be considered in lieu of a degree, in addition to the required experience.

Required

Bachelor's Degree

in Business Administration or related field.

Required

5 years

Experience providing executive level support.

Required

Experience supporting executives within the health care industry.

Preferred

None

Required

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

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Knowledgeable in project management and ability to effectively balance priorities from CEO and other members of the senior leadership team

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Ability to maintain confidentiality of any and all information encountered

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Proficient in advanced word processing and data management software programs. Experience with Microsoft Office Suite Professional. Ability to compile reports and presentations for CEO and other executives as needed.

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Professional demeanor and ability to defuse sensitive situations in a calm manner

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Ability to be self-directed in accomplishing the coordination and decision making responsibilities of this position with the ability to resolve issues independently

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Ability to communicate effectively and professionally, both verbally and in writing, to both internal and external customers

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Ability to establish and maintain effective working relationships with all constituents

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Ability to work in a fast-paced environment and ability to handle many tasks simultaneously

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Ability to effectively address issues and opportunities creatively and strategically

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Ability to represent the CEO in a professional and responsible manner internally and in public

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Demonstrated calendar management skills, including the coordination of complex executive meetings

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Excellent organizational, prioritization, time and project management abilities, and a strong work ethic

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Effective analytical ability in order to analyze, evaluate and solve problems

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Knowledge of the principles, policies and procedures of executive office management

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

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Sedentary: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.

Up to 10 lbs.

Negligible Weight

No Weight

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Light: Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that they can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

11-25 lbs.

1 - 10 lbs.

Negligible weight

☐

Medium: Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds. If someone can do medium work, we determine that they can also do sedentary and light work.

26-50 lbs.

11-25 lbs.

1 - 10 lbs.

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Heavy: Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds. If someone can do heavy work, we determine that they can also do medium, light, and sedentary work.

51-100 lbs.

26-50 lbs.

11-25 lbs.

☐

Very Heavy: Very heavy work involves lifting objects weighing more than 100 pounds at a time with frequent lifting or carrying of objects weighing 50 pounds or more. If someone can do very heavy work, we determine that they can also do heavy, medium, light, and sedentary work.

Over 100 lbs.

Over 50 lbs.

Over 25 lbs.

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.