Overview:
A growing and dynamic health center, its own building located in the inner Chicago suburbs, is looking for an executive assistant. You will play a crucial role in supporting the CEO and the administrative team to ensure organizational efficiency. If you are a motivated and detail-oriented professional looking to contribute to an energetic healthcare environment, we encourage you to apply.
Duties and Responsibilities:
- Attend meetings with the management team, prepare meeting agendas, take notes, publish meeting minutes
- Identify action items and follow up with the appropriate individuals.
- Run meetings in CEO’s absence
- Schedule internal and external meetings, conferences, and travel
- Facilitate building tours
- Handle logistical details, such as ordering lunch, booking board rooms, and managing paperwork, run local errands for our CEO
- Provide administrative support to ensure efficient office operations
- Miscellaneous onboarding tasks, such as distributing laptops, scanning documents, setting up rooms for new hires etc.
- Investigate and approve invoices
- Research as requested, compile and summarize information for reports or presentations.
- Create and maintain Excel spreadsheets.
- Write and distribute emails, correspondence, memos, letters, faxes, and forms.
- Keep track of paperwork and ensure proper documentation.
- Assist in the preparation of regularly scheduled reports.
- Update and maintain office documents, including contractor and vendor contacts, lease documents, and service reports.
- Order office supplies and research new deals and suppliers
- Take on projects assigned by CEO or Leadership Team
- Work closely with other administrative staff and support other colleagues as needed.
- Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
- Ensure that deadlines are met and adapt to changing priorities
Required Skills/Abilities:
- Proficient in Microsoft Office
- Excellent written and verbal communication skills
- Familiar and comfortable using standard office technology (copiers, scanners, email, etc.)
- Detail-oriented, highly organized, takes direction well, good listener, excellent time management skills, ability to prioritize
- Have your own transportation to run errands as needed.
Education and Experience:
- High school degree
- At least two years’ experience as an administrative/executive assistant or coordinator
Midwest Refuah Health Center is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sexual orientation, veteran status, national origin, pregnancy or related conditions, or disability. While performing the duties of this job, the employee is regularly required to talk or hear, sit, use hands, reach with hands and arms, stand, walk, walk up and down stairs, lift and/or move up to 15 pounds.
