Executive Assistant

Responsibilities:
- Provide high-level administrative support to executives
- Manage executive calendars, including scheduling and cWho We Are:
Counseling Works is a thriving private therapy practice with offices located in Naperville, Frankfort, and Lemont, Illinois. We are an established group practice with a strong reputation and are excited to add an Executive Assistant to our team.

As an organization, we place focus not only on our clients, but on our professionals as well. With openness and collaboration at our core, we recognize the needs of our employees, and work to create a positive work life balance. Through therapy, we believe that ongoing happiness and a better life are possible, and we feel privileged to offer this type of support to our communities.

Why Consider This Role:

The role of the Executive Assistant is perfect for the driven and engaging individual, who enjoys providing support to others through their work, and collaborating on company wide initiatives. This position is designed to develop a valued technical expert, who, recognized and supported by management and a stable work environment, can deliver quality work on a consistent basis. The Executive Assistant will work directly with the Owner & Founder on day to day tasks, and operate as part of our administrative team. This role is a part-time position, with opportunities for growth and advancement.

What You’ll Do:

• Represent Counseling Works with warmth and professionalism
• Calendar and event management for Owner & Founder
• Facilitate communication between Owner & Founder and staff, vendors, or external sources
• Clerical and administrative support to Owner & Founder, including inbox management, meeting recording, and project tracking
• Collaborate with team members on company wide projects or initiatives
• Consistently work to achieve goals, and provide high quality work
• Office management – managing inventory and maintain organized locations with extreme attention to detail to keep a clean, inviting and minimalistic environment in the office; travel among offices required
• Other general administrative tasks to be determined, or as assigned

Knowledge, Skills, Abilities:

• Warm, open and collaborative personality, willing to engage with others daily
• Communication and interpersonal skills necessary to interact on a daily basis with internal/external individuals in various circumstances in person, on the phone and in writing
• Excellent organizational skills necessary to efficiently prioritize and complete a variety of tasks
• Strong attention to detail
• Ability to anticipate problems or goals, and troubleshoot to solve problems independently
• Proficient at Excel and G-Suite apps (Gmail, Google docs, spreadsheets, forms, etc.), using Apple Products (Ipads, Macs, Iphone), client management type software, basic level skills in the use of PowerPoint.
• Working knowledge of the mental health field, confidentiality for patient health information, and HIPAA-compliance
• Be resourceful, a self-starter, proactive communicator, and team-oriented
• Ability to work productively, both remote and in-person

What You’ll Get:

• Competitive compensation commensurate with level of experience; $20-22/hr
• Opportunities for career advancement
• Collaborative and supportive team environment
• Comfortable and well decorated office space
• Contributions to monthly premiums for group healthcare plan
• Flexible vacation policy, including paid time off accrual
• 401K company matching retirement plan

Reports to: Owner & Director Kristen Breese

Schedule: 15-20 hours per week, Part-time, Hybrid (remote and in-person)

Education & Experience Requirements:

• Minimum of associate level collegiate degree in healthcare, office administration, human resources, hospitality, marketing or similar field.
• Minimum 3 years of experience in a general office environment with gradually increasing responsibility or equivalent experience.
• Prior mental health experience is a plus but not required

Compensation

• $20-22/hour

License / Certifications:

• Not Applicableoordinating meetings, appointments, and travel arrangements

- Prepare and edit correspondence, communications, presentations, and other documents
- Conduct research, compile data, and prepare reports as needed
- Coordinate and manage projects and initiatives as assigned
- Handle confidential information with discretion and maintain strict confidentiality protocols
- Assist with event planning and coordination
- Perform general clerical duties such as filing, photocopying, scanning, and faxing

Experience:
- Minimum of 3 years of experience as an Executive Assistant or in a similar role
- Strong customer service skills with the ability to interact professionally with internal and external stakeholders
- Proven project coordination experience with the ability to prioritize tasks and meet deadlines
- Proficiency in using QuickBooks for financial management tasks
- Excellent computer literacy, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Familiarity with office equipment and basic troubleshooting skills
- Experience managing executive calendars using Outlook Calendar or similar software
- Exceptional organizational skills with keen attention to detail
- Strong proofreading skills to ensure accuracy in written communications

We offer competitive compensation and benefits packages. This is a full-time position with regular office hours.

Please note that only qualified candidates will be contacted for further consideration. Thank you for your interest in joining our team.

Job Type: Part-time

Pay: $20.00 - $22.00 per hour

Expected hours: 15 – 20 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Regular travel to all of our practice locations in Naperville, Lemont, and Frankfort is required for this position. Can you commit to consistent commuting to different locations?

Experience:

• Executive administrative support: 1 year (Preferred)

Work Location: Hybrid remote in Naperville, IL 60563