Executive Assistant

Quad Med Medical Clinic; Chicago (IL); On-site; USD 70,000 - 90,000; Full time

Job summary

Quad Med Medical Clinic is seeking an experienced Executive Assistant to provide comprehensive administrative support to multiple executives. The role coordinates calendars, travel and meetings, handles complex inquiries, and ensures smooth operations across departments.

You will manage expenses, assist in preparing reports, and oversee cross-functional projects with a proactive, detail-oriented approach. Bachelors degree and 5+ years of experience required.

Qualifications

• Bachelors degree in business administration, office management, marketing, or related field.
• Minimum of 5 years of executive administrative support experience.
• Proficient in Microsoft Office; strong written and verbal communication.

Responsibilities

• Coordinate and manage executives calendars, meetings, and travel plans.
• Serve as liaison between executives, clients, and stakeholders, handling complex inquiries.
• Prepare meeting materials including agendas, presentations, and minutes; arrange logistics.
• Plan and book travel itineraries for executives; arrange accommodations and transport.
• Prepare, submit, and monitor expense reports; flag inaccuracies or delays.
• Maintain confidential files and assist in drafting reports and documents.
• Oversee cross-functional projects and provide status updates to executives.

Education

Bachelors degree in business administration

Tools

Outlook

Word

PowerPoint

Excel

Concur

Job description

General Purpose of Job

The Executive Assistant is responsible for providing comprehensive administrative support to multiple executives within the organization. This role ensures the smooth operation of executive offices and facilitates effective communication and coordination among various departments.

Key Responsibilities

• Calendar Management: Coordinate and manage the executives' schedules, including arranging meetings, appointments, and travel plans. Analyze and prioritize executive calendar requests independent decisions on delegation and resolution of conflicts as needed.
• Communication: Serve as a liaison between executives , clients, and internal/external stakeholders, independently handling complex inquiries and managing responses and resolution on behalf of executive team.
• Meeting Coordination: Act as a partner to executives, making independent decisions on organizing and preparing materials for meetings, including agendas, presentations, and minutes. Ensure that meeting logistics are arranged, such as room bookings, catering, and technical support and handle post-meeting follow-ups including report outs.
• Travel Arrangements: Plan and book travel itineraries for the executives, including flights, accommodations, and transportation.
• Expense Reimbursements: Prepare and submit expense reports in a timely manner. Compile, submit and monitor business expenses. Flag inaccuracies or delays in payment.
• Document Management: Maintain and organize confidential files, records, and documents. Assist in the preparation and editing of reports, presentations, and other documents.
• Project Support: Manage and oversee executive led initiatives and special projects, collaborating cross functionally to ensure timely execution. Provide status updates and proactively resolve operational challenges.

Job Requirements

• Develop a solid working knowledge of Quad’s internal systems (i.e., IT request system, P.O. system, Quad’s “Smart tools” that apply to marketing needs, Concur travel, etc.).
• Develop a thorough understanding of Quad’s matrix organization to understand the right “go-to” for cross-functional needs in relation to marketing operations (procurement, IT, Accounts Payable, etc.).
• Available to work outside of regular office hours during scheduled events and to travel when necessary.

Education:

Bachelor’s degree in business administration, office management, marketing, or a related field is preferred.

Experience:

Minimum of 5 years of experience in executive administrative support, or related roles.

Knowledge, skills and ability:

• Basic understanding of the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Excellent attention to detail and written/verbal communication skills.
• Ability to remain calm under pressure without losing a customer-service-oriented attitude.
• Good listener, collaborator, and able to work in a fast-paced environment while being able to adjust quickly to incoming requests and handle them in a timely manner.
• Ability to handle sensitive information with discretion and exhibits sound judgement with the ability to prioritize and make decisions.
• Has a resourceful, can-do attitude and is eager to tackle new projects and ideas.
• Experience managing audio and virtual event production is a plus.

• Employees can be expected to be paid an annualized salary range of $69,620-$90,000, based on variations in knowledge, skills, experience, and market conditions.