The Joint Commission

Returning Candidate?

Executive Secretary to CMO

Executive Secretary to CMO

Job ID 
# of Openings 
Job Locations 
US-IL-Oakbrook Terrace
Administrative/Customer Support

More information about this job


Provides executive secretarial and administrative support to assigned Officer(s).  Ensures timely completion of duties, such as typing, preparation of correspondence, file maintenance, appointment scheduling, and telephone communication. Assists with handling of confidential materials and information and maintains confidentiality.  Completes special projects as assigned.


Principal Duties and Responsibilities


  • Prepares typed materials, including letters, memos, papers, speeches, proposals, outlines, and forms.  Transcribes and/or composes correspondence as directed.  Prepares copies of all documents for distribution including adding documents to appropriate portal.  Filing as required. 
  • Receives, opens, and reviews all incoming mail.  Determines whether certain pieces should be forwarded to other departments and forwards as appropriate.  Sends out mail and email.   Requests special handling or services as needed, such as express or special delivery. 
  • Answers all incoming calls.  Forwards calls to Officer(s) or appropriate department; takes messages or assists caller when possible.
  • Schedules meetings, appointments, and speaking engagements for Officer(s) as directed.  This includes rescheduling meetings and juggling calendars to accommodate urgent matters that may arise.  Books meeting rooms and makes other arrangements as needed, including meal and/or beverage service.  Confirms attendance of others for meetings. 
  • Makes travel arrangements through designated corporate agency.  Outlines travel constraints and schedule requirements, and verifies arrangements upon completion.  Prepares detailed travel itineraries for Officer(s) as needed.
  • Maintains all files, including correspondence, reports, expenses, proposals, and miscellaneous items. Maintains confidentiality of records. 
  • Prepares materials and makes necessary arrangements for committee and advisory group meetings and Report Outs.  Confirms facility and related arrangements.  Invites attendees and prepares and sends out agenda and related materials.  Coordinates travel arrangements, if necessary.  Assists with on-site arrangements and preparations.  Prepares post-meeting materials, such as minutes, processes expense reports and follow-up materials.
  • Ensures that the office area has adequate supplies at all times.
  • Assists with a variety of assigned administrative work, such as monitoring of budget status and preparation and distribution of regular reports.
  • Works on special assignments, including gathering and organizing of information and materials, and preparation of special reports. 
  • Composes correspondence for Officer(s).
  • Types materials in preparation for the meetings of the Board of Commissioners.
  • Provides executive administrative services to other Officers, when requested.
  • Work in conjunction with Executive Assistant to the President to greet and assist staff and visitors to the area. 
  • Assists Officers and other staff with equipment located in the OP conference room.
  • Acts as back up to the Executive Assistant to the President when she is out of the office. 
  • Provides cooperative assistance and back up on a daily basis with the Executive Assistant to the President and steps in as needed when she is away from her desk or handling another caller to provide assistance. 
  • Mentors other Executive Assistants and Secretaries in the office.


Knowledge, Practical Experience, and Special Skills Required


  • The level of knowledge equivalent to that ordinarily acquired through completion of high school.  Coursework in the administrative support field is preferred.
  • Five to six years of experience as a secretary or administrative assistant in support of a senior manager; experience in a healthcare setting preferred.
  • Has advanced PC computer skills in the use of such software applications such as MS Outlook, Excel, PowerPoint and Office suites.
  • The ability to work in a fast-paced environment.
  • The ability to reason and provide resolutions or alternative solutions.
  • The ability to work in a discreet manner, maintaining confidentiality.
  • The ability to pay high attention to detail to ensure that high quality work leaves the organization.
  • Excellent communication skills.
  • Must be willing to work as a team player with other Executive Assistants / Secretaries and staff.


This job description is intended to describe the general nature and level of work performed by an employee assigned to this position.  The description is not an exhaustive list of all duties, responsibilities, knowledge, skills and abilities, and working conditions associated with the position.


The job description does not state or imply that the statements above are the only duties and responsibilities assigned to the position.  Employees holding this position will be required to perform any other job related duties as requested by management.  All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Connect With Us!

Not ready to apply? Connect with us for general consideration.