Executive Administrative Assistant

Jenmax Group; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

La Bella is seeking a highly organized Executive Administrative Assistant to support our executive team in a dynamic healthcare environment. The ideal candidate will manage calendars, coordinate events, handle front desk duties, and provide comprehensive administrative support with accuracy and discretion.

The role requires proficiency in Microsoft Office and Google Workspace, experience with QuickBooks, DocuSign, and strong communication skills to assist in project coordination and personal

Qualifications

• Experience in an administrative or executive assistant role in healthcare.
• Proficiency in Microsoft Office and Google Workspace.
• Strong typing, proofreading, and transcription skills.
• Experience with QuickBooks preferred.
• Ability to handle confidential information discreetly.
• Experience supporting healthcare executives or in a personal assistant capacity is required.

Responsibilities

• Manage and maintain executives' calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events efficiently.
• Provide comprehensive administrative support including typing, proofreading, transcription, and data entry to ensure accuracy in all documents.
• Coordinate and assist with event planning for company functions, meetings, and special events.
• Handle phone etiquette professionally while managing multi-line phone systems and front desk responsibilities.
• Oversee office management tasks such as filing, organizing documents, and maintaining office supplies inventory.
• Utilize QuickBooks for basic bookkeeping tasks and expense tracking.
• Support project coordination efforts by tracking deadlines, preparing reports, and facilitating communication among team members.
• Manage electronic signatures through DocuSign for contracts and official documents.
• Provide personal assistant support as needed, including travel arrangements and personal scheduling for executives.
• Ensure organizational efficiency through effective data entry, filing systems, and clerical support.

Skills

Calendar management

Communication

Typing

Proofreading

Transcription

Data entry

Project coordination

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook Calendar

Google Workspace

QuickBooks

DocuSign

Job description

At La Bella, we strive to provide top-notch nursing and rehab care in a warm and inviting atmosphere. As a vital member of our team, the Executive Administrative Assistant plays a key role in ensuring the smooth operation of our office and providing exceptional support to our executive team.

Job Summary

We are seeking a highly organized and proactive Executive Administrative Assistant to support our executive team. The ideal candidate will possess strong administrative skills, excellent communication abilities, and proficiency with various office management tools. This role offers an opportunity to work in a dynamic healthcare environment where attention to detail and multitasking are essential.

Responsibilities

• Manage and maintain executives' calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events efficiently.
• Provide comprehensive administrative support including typing, proofreading, transcription, and data entry to ensure accuracy in all documents.
• Coordinate and assist with event planning for company functions, meetings, and special events.
• Handle phone etiquette professionally while managing multi-line phone systems and front desk responsibilities.
• Oversee office management tasks such as filing, organizing documents, and maintaining office supplies inventory.
• Utilize QuickBooks for basic bookkeeping tasks and expense tracking.
• Support project coordination efforts by tracking deadlines, preparing reports, and facilitating communication among team members.
• Manage electronic signatures through DocuSign for contracts and official documents.
• Provide personal assistant support as needed, including travel arrangements and personal scheduling for executives.
• Ensure organizational efficiency through effective data entry, filing systems, and clerical support.

Requirements

• Proven experience in an administrative or executive assistant role at a healthcare company.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Microsoft Outlook Calendar, Google Workspace, and familiarity with multi-line phone systems.
• Strong typing skills along with proofreading and transcription experience.
• Experience with bookkeeping software such as QuickBooks is preferred.
• Exceptional communication skills with professional phone etiquette and customer service experience.
• Demonstrated ability to handle confidential information discreetly.
• Prior experience supporting healthcare executives or in a personal assistant capacity is required.

Join Our Team

If you are an organized and healthcare Executive Administrative Assistant eager to contribute to a thriving organization while developing your career in administrative support, we encourage you to apply for this rewarding opportunity.