Job Description

Executive Assistant

• Full-Time, 40 hours per week
• Monday – Friday, 8am-5pm
• Primary Location: Downers Grove, IL

What We Offer You:

• Comprehensive medical, dental, and vision benefits that include healthcare navigation assistance.
• Access to a mental health benefit at no cost.
• Employer provided life and disability insurance.
• $5,250 Tuition Reimbursement per year.
• Immediate 401(k) match.
• 40 hours paid volunteer time off.
• A culture committed to community engagement and social impact.
• Up to 12 weeks parental leave at 100% pay and a financial benefit for adoption and surrogacy for non-physician team members once eligibility requirements are met.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters. The Executive Assistant also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Responsibilities

• Completes a broad variety of administrative tasks for executives, including managing an extremely active and complex calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

• Works to schedule virtual and onsite interviews, coordinating travel, agendas and at times, working directly with recruiting firms.

• Plans, coordinates and ensures the leaders schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the leader.

• Communicates directly, and on behalf of the leader, with Board members, and others, on matters related to company's programmatic initiatives.

• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Provides a bridge for smooth communication between the leader and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

• Works closely and effectively with leaders to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive updated.

• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the leaders ability to effectively lead the company.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners

• Expert level written and verbal communication skills

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Emotional maturity

• Highly resourceful team-player, with the ability to also be extremely effective independently

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

• Forward looking thinker, who actively seeks opportunities and proposes solutions

• 6+ years of related experience required in working in an executive assistant role.

• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), SharePoint and other internet-based applications

• Ability to communicate effectively and professionally.

The compensation for this role includes a base pay range of $62K-$85K, with the actual pay determined by factors such as skills, experience, education, certifications, geographic location, and internal equity. Additional compensation may be available through shift differentials, bonuses, and other incentives.

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