Executive Assistant

About Us:

At Medical Health Centers, we strive to provide the highest quality back-to-back hands on clerkships, observations, externships and research opportunities at ACGME/Greenbook accredited sites to all medical students. We are looking for a devoted and detail-oriented Executive Assistant to support our CEO in managing day-to-day operations and fostering outreach initiatives.

Job Title:Executive Assistant

Reports To: CEO

Job Status: Full Time

Date Available: Immediate opening

Job Responsibilities:

• Schedule Management:
• Provide administrative support to the CEO, assist with correspondence, mailings and calendar scheduling, prepare agendas for meetings, record/compile/transcribe/distribute meeting minutes, create spreadsheets and presentations, travel arrangements, and maintain budget records.
• Proactively manage the CEO's calendar to ensure optimal time utilization, anticipate scheduling conflicts, and propose solutions.
• Office Organization:
• Maintain an efficient and organized office environment
• Manage filing systems and ensure easy access to essential documents
• Order and maintain office supplies as needed
• Contract and Agreement Management:
• Assist in drafting, reviewing, and managing contracts and agreements.
• Collaborate with legal and finance teams to ensure compliance with organizational policies.
• Track contract expiration dates and facilitate renewals as necessary.
• Site Visits and Outreach:
• Coordinate and arrange site visits to medical facilities and hospitals.
• Assist in organizing outreach programs to connect with doctors and healthcare professionals
• Support the CEO in building and maintaining relationships with clients.
• Communication:
• Serve as a point of contact between the CEO and clients
• Prepare and edit correspondence, communications, presentations, and other documents as needed.
• Handle inquiries and requests with professionalism and confidentiality.

• Note: This job description is intended to provide a general overview of the position and does not encompass all responsibilities and tasks that may be required

Required Qualifications

Knowledge, Skills, and Abilities:

• Knowledge of Microsoft Office Suite and related programs: Excel, and Word
• Excellent written and verbal communication
• Strong organizational skills with ability to multitask and prioritize work
• Teamwork, Creativity, Professionalism, and positive attitude
• Ability to solve problems independently
• Ability and willingness to take initiative on projects and tasks
• Proven experience as an Executive Assistant or in a similar role
• Discretion and confidentiality in handling sensitive information
• Ability to adapt to a dynamic work environment

Education and Experience

• Bachelors Degree Required
• Administrative experience required (5+ years)

Compensation

Based on Experience

Benefits

• PTO after 1 year of employment
• 401K offered upon 1 year of employment
• No overnight shifts

Job Type: Full-time

Benefits:

• 401(k)
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Administrative: 5 years (Required)

Ability to Commute:

• Burr Ridge, IL (Required)

Ability to Relocate:

• Burr Ridge, IL: Relocate before starting work (Required)

Work Location: In person