Executive Assistant

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Beacon Hill has partnered with a respected healthcare organization in Chicago to identify an Executive Assistant for an immediate opportunity. Located on the North Side of Chicago, this position offers exceptional employee benefits and perks. Our client is seeking a highly motivated professional who is passionate about supporting a mission-driven organization and eager to make a meaningful impact from day one.

Responsibilities

• Provide high-level administrative support to the CEO, COO, CFO, and other executive leaders.
• Manage complex calendars, scheduling meetings, appointments, travel arrangements, and key organizational events.
• Coordinate board meetings, leadership meetings, and committee meetings, including preparing agendas, presentation materials, meeting notes, and follow-up action items.
• Serve as a liaison between executive leadership, department heads, residents, families, vendors, and external business partners.
• Screen and prioritize incoming phone calls, emails, and correspondence on behalf of executives.
• Prepare reports, presentations, spreadsheets, and other business documents with a high level of accuracy and professionalism.
• Assist with project coordination and tracking of strategic initiatives across multiple departments.
• Coordinate travel arrangements, conference registrations, itineraries, and expense reporting for executives.
• Maintain confidential and sensitive information related to business operations, employee matters, financial data, and resident information.
• Support contract management, vendor communications, and document retention processes.
• Organize and maintain executive files, records, and electronic documentation.
• Assist with employee engagement activities, leadership events, and organizational communications.
• Coordinate special projects and provide administrative support for acquisitions, expansions, and operational initiatives as needed.
• Monitor deadlines and proactively ensure executives are prepared for upcoming meetings and commitments.
• Create and distribute meeting summaries, action plans, and follow-up communications.
• Provide office support and assist with day-to-day operational needs of the corporate office.

Requirements

• Bachelor’s degree preferred.
• 5+ years of executive assistant experience supporting C-suite executives or senior leadership.
• Experience supporting healthcare, senior living, assisted living, skilled nursing, or related industries preferred.
• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience preparing executive-level presentations and reports.
• Ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently while maintaining a collaborative approach.
• Professional demeanor and strong interpersonal skills.
• Experience coordinating meetings, travel, and complex schedules.
• Ability to thrive in a fast-paced, mission-driven environment focused on serving older adults and their families.

Preferred Qualifications

• Prior experience in assisted living, healthcare administration, or senior services.
• Experience supporting a board of directors or executive leadership team.
• Familiarity with HIPAA regulations and healthcare privacy standards.
• Project coordination or project management experience.

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