Executive Assistant

Alta HR; Chicago (IL); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Medical benefits

Dental & Vision

Paid time off

Company holidays

Wellhub

L&D allowance

Employee product allowance

Leadership exposure

Job summary

Alta HR in Chicago, IL is seeking an Executive Assistant to protect the CEO's time, manage the calendar, and handle high-level correspondence in a fast-paced environment.

The role requires 2+ years supporting a senior executive, strong attention to detail, project management skills, and comfort using AI tools like ChatGPT or Claude. You will work in a hybrid model, coordinating travel and vendor relationships.

Qualifications

• 2+ years of experience supporting a senior executive, founder, or entrepreneur.
• Strong attention to detail and ability to manage complex calendars.
• Experience with AI tools (ChatGPT or Claude) to improve work.
• Excellent written and verbal communication; discretion with sensitive information.
• Fluency with Google Workspace and Slack.

Responsibilities

• Own the CEO's calendar end to end, resolve conflicts and protect focus time.
• Triage email and Slack, surface items needing the CEO's attention, draft in his voice.
• Prepare meeting agendas, capture notes, track action items, drive follow-ups.
• Own discrete projects from start to finish, including research, coordination, and SOPs.
• Coordinate domestic and international travel, itineraries, and events logistics.
• Use AI to draft, summarize, and clean data; build templates and automations.
• Handle executive and personal support with discretion, including expenses and reservations.
• Maintain professional relationships with internal leaders, physicians, partners, and vendors.

Skills

Calendar management

Inbox management

Communication

Project management

AI tools experience

Discretion

Google Workspace

Slack

Tools

ChatGPT

Claude

Google Workspace

Slack

Project management tools

Job description

Executive Assistant

Job Details

Job Title: Executive Assistant

Location: Chicago, IL | Hybrid | Must be able to commute to the Chicago Office

Compensation: $75,000-$95,000 annually, commensurate with experience

Bonus: Performance bonus eligibility

Benefits: Medical, dental, and vision coverage; paid time off and company holidays; and more!

About the Company

Alta HR is hiring on behalf of a growing Chicago-based company operating in the health optimization space. The organization also has an affiliated nonprofit focused on advancing education and access within health optimization.

The environment is fast-paced, the areas of responsibility are wide. This is an opportunity to work closely with a highly involved CEO and have a front-row seat to two growing organizations.

The Role

We are looking for an Executive Assistant who protects the CEO's time, runs his calendar and inbox with judgment rather than instruction, and closes loops without being chased.

This is a classic gatekeeper role performed at a very high level. AI usage will be expected; the right candidate will work smarter, improve systems, and increase the capacity of the executive function.

What You'll Own

• Calendar and time management: Own the CEO's calendar end to end, resolve conflicts, protect focus time, and serve as the first filter for inbound meeting requests.
• Inbox and communication: Triage email and Slack, surface what requires the CEO's attention, draft correspondence in his voice, and ensure important items never sit unresolved.
• Meetings and follow-through: Prepare agendas, capture notes and action items, track commitments, and drive follow-up across the leadership team.
• Projects: Own discrete projects from start to finish, including research, vendor coordination, document preparation, and operational initiatives.
• Travel and events: Coordinate domestic and international travel, itineraries, event logistics, and contingency planning.
• AI and systems: Use AI for drafting, research, summarization, meeting notes, and data cleanup. Build templates, automations, and SOPs that reduce recurring manual work.
• Executive and personal support: Handle administrative and personal requests with discretion, including appointments, reservations, expenses, reimbursements, and other executive logistics.
• Relationship management: Serve as a trusted and professional point of contact for internal leaders, physicians, partners, vendors, and other external relationships.

Experience & Qualifications

We're looking for someone who brings:

• 2+ years of experience supporting a senior executive, founder, or entrepreneur, ideally in a smaller or fast-growing organization where you have worn multiple hats.
• Genuine interest in health and wellness, longevity, health optimization, supplements, or life sciences. A clinical background is not required, but an interest in the space is.
• Exceptional attention to detail. You catch the wrong date, missing attachment, typo, or unfinished follow-up before it becomes a problem.
• Strong project management skills. You can take an ambiguous request, break it into steps, establish priorities and deadlines, and follow through without constant supervision.
• Clear, concise, and professional communication skills, both written and verbal.
• Working knowledge of AI tools. Experience using tools such as ChatGPT or Claude to improve your work is a plus.
• Absolute discretion when handling sensitive business, financial, and personal information.
• Comfort with ambiguity and change. Plans change and priorities shift; you can adapt and re-sequence without losing momentum.
• Proactive ownership. You anticipate what is needed, bring solutions rather than problems, and do not wait to be chased.
• Fluency with Google Workspace, Slack, and project management tools, with the ability to learn new systems quickly.
• Ability to work from the company's Chicago office on a hybrid schedule.

Nice to Have

• Event or conference coordination experience
• Experience with e-commerce, training, accounting, or other operational platforms
• Social media management experience
• Experience building automations using tools such as Zapier, Make, or n8n

How We Work

The team values clear communication, agility, generosity, conscientiousness, and curiosity. People are expected to communicate early, adapt quickly, do the small things well, help without keeping score, and ask thoughtful questions rather than simply accepting the status quo.

This is a high-accountability environment for someone who enjoys moving quickly, solving problems, and making the people around them more effective.

Compensation & Benefits

• $75,000-$95,000 base salary, can vary depending on experience
• Performance bonus eligibility
• Medical, dental, and vision coverage
• Paid time off and company holidays
• Wellhub
• Learning and development allowance
• Employee product allowance
• Direct exposure to the leadership of two growing organizations