Executive Assistant

Job Title

Part-time 20 hours/week Administrative Assistant

5101 Willow Springs Rd, La Grange, Illinois 60525, United States

Schedule: Part time

Shift: Day (United States of America)

Schedules and maintains executive’s calendars, providing necessary logistics for meetings such as agenda, facilities, catering, accommodations, and technical equipment. Organizes recurrent conference calls for executives. Maintains paper and electronic files of all correspondence, documents, reports, and other materials. Prepares, edits, and distributes reports, agendas, letters, meeting minutes, organizational charts, and other documents. Ensures all correspondence and documents have a professional appearance and are organized in a clear, concise, and professional manner with correct grammar, punctuation, and spelling.

Arranges travel for assigned executives and coordinates schedules, completing expense reporting accurately and timely. Manages difficult and demanding situations with tact and calmness while promoting peaceful resolutions. Communicates with staff, leadership, outside callers, and visitors, representing self and the organization in a professional, courteous manner. Directs incoming communications according to executive’s schedule and priorities. Deals discretely and appropriately with confidential information.

Other duties as assigned.

• Proficient in Microsoft Office, including Outlook, Excel, PowerPoint, and Word [Required]
• Basic computer navigation skills [Required]
• Online expense reimbursement system knowledge such as Concur [Preferred]
• Demonstrates the ability to adapt to new situations and responsibilities [Required]
• Demonstrates problem‑solving skills [Required]
• Strong emphasis on organizational skills and strong attention to detail [Required]
• Ability and willingness to multitask [Required]
• Ability to display professional interactions with all levels of internal and external customers [Required]
• Must be able to read, write, and speak conversational English [Required]
• Excellent verbal and written communication skills [Required]
• Ability to deal with data that is of a sensitive and confidential nature [Required]
• Ability to work independently or in a team environment [Required]
• Able to take initiative to solve issues and proactively prepare for upcoming events [Required]
• Analytical skills [Required]
• Time management and planning skills [Required]
• Additional coursework in computers, business, and accounting [Required]
• Understands and abides by confidentiality of all files, data, telephone conversations, etc., and sustains a level of confidentiality by adhering to ethics of the executive personnel. Handles confidential patient and sensitive information in accordance with HIPAA guidelines [Required]

• Associate [Preferred]
• High School Grad or Equiv [Required]

N/A

• 3+ years of job-related experience [Required]

N/A

• National Notary Association Notary Public (NNANP) [Preferred]
• Certified Administrative Professional (CAP) [Preferred]

Physical Requirements -

Pay Range: $23.51 - $43.73

This facility is an equal opportunity employer and complies with federal, state and local anti‑discrimination laws, regulations and ordinances.