Executive Assistant Chicago, IL

Executive Assistant

We are looking for an organized and proactive Executive Assistant to support senior leadership within a hospital setting. This contract opportunity with potential for a permanent role is ideal for someone who can manage a fast-moving administrative environment, handle sensitive information with discretion, and keep executive operations running smoothly. The role combines executive scheduling, board coordination, office administration, and document management while serving as a reliable point of contact across departments.

Responsibilities:

• Manage executive calendars, coordinate appointments, and arrange meetings using Outlook while ensuring leaders are prepared for daily activities.

• Serve as the first point of contact for the office by answering calls, routing inquiries, taking messages, and helping maintain an organized reception and administrative area.

• Prepare, proofread, and format correspondence, reports, presentations, and board materials for executive leadership and governing committees.

• Organize Board of Trustees and committee meetings, including scheduling, agenda preparation, document distribution, minute transcription, room reservations, catering, and audio/visual support.

• Oversee key office operations such as mail distribution, purchasing requests, office supply coordination, and maintenance requests for shared equipment.

• Process administrative records and compliance-related documentation, including policy updates, contract files, required state reports, and license renewals.

• Support workforce administration by approving time records, assisting with provider payroll activities, and maintaining accurate internal documentation.

• Administer business tools and shared resources, including Zoom account licensing, board document platforms, and shared-drive materials for leadership meetings.

• Coordinate recurring leadership communications such as weekly agenda updates, huddle schedules, and other time-sensitive notices to senior team members.

• Provide flexible administrative assistance for executives and committees, applying sound judgment and established hospital procedures to day-to-day requests.

The salary range for this position is $28/hr. to $30/hr benefits available to contract/temporary professionals, include medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan.