Executive Administrative Assistant

Job Title 

Executive Administrative Assistant

Location

Northbrook, IL, USA

Additional Location(s)

Employee Type

Employee

Working Hours Per Week

40

Graham Healthcare Group is seeking an Executive Administrative Assistant who will provide a wide range of support services for Senior Executive Management and members of their Management Teams. Responsibilities include but are not limited to: logistic scheduling of appointments, making travel and meeting arrangements, facilities management, preparing reports and financial data, training and supervising support staff, and customer relations.

Executive Administrative Assistant Responsibilities:

• Utilize strategic organizational planning to meet the needs of the Senior Executive Management Team as well as various members of their teams.
• Independently manage and coordinate multiple executive schedules with competing deadlines and priorities; manage tasks and projects, prioritize functions and appointments, and develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
• Manage external contacts for senior executives, knowing priority contacts and keeping track of periodic communication needed for those priority contacts.
• Serve as Gatekeeper for executives by acting as a liaison with other departments in all regions and interacting with senior executives, legal counsel, customers, vendors, etc. from outside agencies.
• Ensure coordination of administrative, business, and personal endeavors of senior executives.
• Effectively utilize MSWord, Excel, Access, PowerPoint with continual attention to detail in composing, typing and proofing materials.
• Coordinate participant list and invites for meetings, prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations, meeting room setup and catering.
• Screen and prioritize communications from external and internal sources, and organize and maintain administrative processes to ensure the timely flow of information to and from the executive office.
• Participate in key staff meetings to set up necessary technology, act as recording secretary, and to ensure appropriate and responsive follow-up and accountability.
• Handle details of a highly confidential and critical nature in a professional and discreet manner.
• Build relationships with diverse individuals and groups and create a welcoming and productive business environment.
• Act as a liaison between the executive office and Board members - select meeting dates, secure meeting location and menu, and prepare agenda, presentations and packets, post meeting minutes.
• Make travel arrangements for the executive team - proactively coordinate the pre-planning of trips by arranging appropriate travel, accommodations, agendas, essential contacts, marketing materials, and other necessary preparations.
• Maintain and manage various memberships for executive staff. Work with these organizations periodically re: mailing lists, conferences, meetings, password issues, etc.

Executive Administrative Assistant Requirements:

• Written and verbal communication skills.
• Ability to handle confidential information discretely.
• Ability to work with third-parties in management of all facilities.
• Strong computer skills in Microsoft Suite.
• Ability to set up/organize meetings/conferences, etc.

Executive Administrative Assistant Experience:

• High school diploma or GED; one or more years of experience or training; or equivalent combination of education and experience.
• Three to five years prior administrative experience in a high level position preferred.

Join Graham Healthcare Group and enjoy the following benefits:

• Health and Welfare Benefits:  Various medical, dental, and vision insurance options for you and your family to choose from. 

• Supplemental Benefits:  Company paid life insurance and disability benefits.  Also, pre-tax FSA and HSA plans are offered. 

• Generous PTO Packages: 15 days PTO that grows with your tenure, 6 paid holidays, 1 personal day. 

• Retirement:  Save for your future with our company offered 401k plan and pension.

• Company-Paid Education Programs:  Grow your career by taking advantage of 50% discounts on tuition for selected courses offered by Purdue and Kaplan. 

 Benefits may vary based on your employment status. 

NOTICE:

• Successful completion of a drug screen prior to employment is part of our background process, which includes medical and recreational marijuana.
• By supplying your phone number, you agree to receive communication via phone or text.
• By submitting your application, you are confirming that you are legally authorized to work in the United States.

Graham Healthcare Group is an Equal Opportunity Employer