Executive Assistant

The Best Practice; Arlington Heights (IL); On-site; USD 39,000 - 50,000; Part time

Benefits offered by this job

Paid time off

Health insurance available

Competitive hourly wage

On-site role in Arlington Heights

Job summary

The Best Practice in Arlington Heights, IL is seeking a part-time in-person Executive Assistant to support a physician-focused consulting practice. You will keep the executive organized, draft plans, and drive tasks to completion while we grow responsibly.

You’ll handle calendars, emails, meeting prep, travel, invoicing, and CRM maintenance in Notion, with a focus on proactive, thoughtful support and clear communication.

Qualifications

• Strategic thinker with attention to detail and strong writing ability.
• Self-starter who can work with ambiguity and ask the right questions.
• Excellent organizational and follow-through skills.
• Good judgment in prioritizing tasks and taking initiative.
• Discreet, trustworthy with sensitive information.
• Experience with business communication and professional correspondence.
• Experience as an executive/personal assistant or office manager preferred.
• Healthcare or professional services experience is a plus.

Responsibilities

• Continually track projects, tasks, and deadlines.
• Monitor emails and draft replies.
• Manage professional and personal calendars.
• Prepare for meetings with agendas, briefs, minutes, and action items.
• Keep Notion CRM clean, tagged, and up to date.
• Arrange travel for client visits and speaking engagements.
• Handle invoicing and expense tracking.
• Draft outreach to the contact network using the developed system.
• Maintain a content/newsletter calendar.
• Coordinate with marketing support for the business.
• Perform other duties as assigned.

Skills

Strategic thinking

Detail oriented

Self-starter

Organizational skills

Discretion

Written communication

Tools

Notion

Microsoft 365

Google Workspace

LinkedIn

WordPress

Job description

WE'RE LOOKING FOR AN EXECUTIVE ASSISTANT (PART-TIME, IN PERSON IN ARLINGTON HEIGHTS, IL)

Hi, I’m Stu. I run an independent consulting practice that helps physicians, medical groups, and hospitals with the business side of healthcare. I've been doing this work for almost 20 years. With steady client work booked well into 2027, I’m looking for someone to help me keep track of commitments, make time for the highest priorities, and get things done while we continue to grow in a sustainable way.

You’ll work alongside me about 24 hours a week, in person, at a shared professional office in Arlington Heights, IL.

This is a right-hand role. Your main job will be to keep me organized and help me prioritize, so I can make the most of my work timeandmy personal time. I need someone who can look at the big picture, notice where support is needed, proactively draft a plan, and see it through.

What you'll be doing

• Continually tracking projects, tasks, and deadlines
• Monitoring my email inboxes and drafting replies
• Managing my professional and personal calendars
• Preparing for and following up after meetings (agendas, briefs, minutes, action items, thank-yous)
• Keeping my CRM database (in Notion) clean, tagged, and up to date
• Arranging travel for client visits and speaking engagements
• Handling invoicing and expense tracking
• Drafting outreach to my contact network (I'll teach you my system)
• Maintaining a content/newsletter calendar
• Coordinating with my wife Lauren, who provides marketing support for the business
• Other duties, as assigned

Who I'm hoping to find

• Someone who thinks strategically and is also a bit obsessed with getting the details right
• A self-starter who is comfortable with ambiguity and asks the right questions to get the job done, so I don't have to manage them too closely, especially when instructions are incomplete or plans change
• Strong organizational and follow-through skills
• Good judgment about priorities and confidence taking initiative
• Sharp, discreet, and genuinely trustworthy with sensitive personal and business information
• A strong writer and communicator, as they'll be representing me in emails and phone calls
• Comfortable with everyday business software such as Notion, Microsoft 365 (Outlook, Word, PowerPoint, Teams, OneDrive, and SharePoint), Google Workspace, LinkedIn, and WordPress
• Prior executive assistant, personal assistant, or office management experience is preferred
• Experience in healthcare or professional services is a plus, but not required

What I’ll offer

• $28–$36 per hour, depending on experience, as a W-2 employee
• About 24 hours a week to start, most likely over four days (we’ll work out the right schedule together)
• Paid time off
• Health insurance available through our group plan (employee-paid, subject to plan eligibility)
• I'll put real time into onboarding and giving you deep context for you how I work
• As trust builds, I expect your responsibilities to grow, and I'm open to hearing which areas interest you