Executive Assistant

Job Number: 25-05741

Progress on your journey to success! ECLARO is currently recruiting for an Executive Assistant in the Chicago, IL area for one of our clients.

ECLARO’s client is a leading provider of healthcare workforce software and solutions. If you’re up to the challenge, then take a chance at this rewarding opportunity!

• Serves as a liaison and representative for Senior Executives.
• Provides comprehensive administrative support related to general operations, internal and external communications.
• This role ensures efficiency of operations and continuation of support during staffing gaps among the executive assistant team.
• Collaborates, identifies and implements improvements to team processes, policies, procedures, and tools that will enhance executive assistant team outcomes within the executive suite.
• Acts as a change agent for process improvement that will enhance team performance.
• Exemplifies the Client mission, vision and values and acts in accordance with Client policies and procedures.

• Direct and executes key meeting scheduling including board / committee preparation, complex calendaring, confidential correspondence, meeting organization and staffing, and conference management.
• Manage multiple high priorities, conflicting calendars, and develop creative solutions to ensure it all gets done.
• Coordinates with executive assistant team to work "outside of the box” to actively collaborate to quickly and effectively schedule meetings.
• Organizes meetings and appointments with senior management, often requiring re-scheduling of established meetings.
• Confirms meeting logistics, obtaining room, refreshments and media as required.
• Utilizes technology resources, including One Note to maintain "tickler " electronic files for supporting information on upcoming meetings.
• Provide professional and timely interactions with internal and external parties ensuring they understand status and priority of their requests.
• Lead development of key communications on behalf of the EVP / COO.
• Creates portions and / or entire presentations on requested topics to be delivered by department senior management (via PowerPoint presentations, memos, etc.).
• Creates agendas and drafts associated speaking points based on specific objectives, goals and / or topics for meetings chaired by department senior management.
• Interacts with Client Senior Management, faculty and staff and external organizations / agencies to prepare meeting materials as needed.
• May serve as a receiving and triage point for a variety of sensitive / confidential matters, and communication with all levels of employees, including senior leadership.
• Creates and edits confidential correspondence.
• Assists with special visitors.
• Arranges travel - air, hotel, meeting registration, automobile - as needed for attendance at conferences.
• Serves as a primary interface with board members and / or their support staff.
• Act as a facilitative change agent to influence process improvement that will enhance team performance within the executive suite.
• Lead travel management, expense processing / approvals, time off approvals, etc. on behalf of the EVP / COO.
• Answers and directs phone calls to proper person and provides assistance as requested or required.
• Provides identification, implementation and coordination of new and on-going projects including departmental budget and process improvement initiatives that require data collection.
• May provide program support and some event management for Client's recognition and employee activities and programs such as, Client Holiday party, Department events, etc.

• High School Diploma and Five years' experience as an Executive Assistant at the Senior Executive level.
• Ability and willingness to approach tasks with a spirit of collaboration to solve problems with peers and customers.
• Viewed by others as approachable and dependable.
• Requires strong communication and organization skills, attention to detail, and ability to prioritize multiple requests.
• Ability to act both independently and as a team member.
• Clear, concise, accurate communication skills for direct interaction personally, via telephone, email and correspondence.
• Critical thinking and problem-solving skills are required to assess and resolve issues around scheduling, projects and / or daily responsibilities.
• Strong, written and verbal communication skills; excellent interpersonal skills.
• Experience / comfort in use of laptop computer (for use in taking minutes at various meetings). Proficiency in Microsoft One Note, Teams, Word, PowerPoint, Visio and Excel.
• Strong multi-tasking capabilities.
• Problem-solver and trouble-shooter with employees, medical staff and support staff.
• Strong prioritization skills to assure completion of multiple tasks on or ahead of schedule.
• Ability to "think on your feet ", strong initiative, sense of urgency and highly organized.
• Excellent interpersonal skills with particular emphasis on self-generating initiative for creative problem solving and…