Executive Assistant

Vantage Senior Care; Lincolnwood (IL); On-site; USD 38,000 - 60,000; Full time

Job summary

Vantage Senior Care in Lincolnwood, IL, seeks an Executive Assistant to serve as strategic partner to leadership, optimizing schedules, travel, and communications while safeguarding sensitive data. Responsibilities include complex calendar management, end-to-end travel logistics, meeting coordination, and creating polished presentations and reports.

Also gatekeeping, basic accounting, and filing systems to ensure smooth operations.

Qualifications

• 1–3 years of experience in a senior administrative support role.
• Proficiency in MS Office or Google Workspace.
• Ability to manage confidential information with discretion and integrity.
• Excellent written and verbal communication skills.
• Strong multi-tasking and prioritization under tight deadlines.

Responsibilities

• Manage executive calendars, scheduling appointments, meetings, and events.
• Coordinate end-to-end travel arrangements including flights, hotels, and transport.
• Coordinate meetings and liaise with internal/external stakeholders; prepare agendas and follow-ups.
• Create polished PowerPoint presentations, executive reports, and strategic communications.
• Gatekeeping and front-desk duties; screen calls and route correspondence.
• Support basic accounting tasks: vendor invoices, AP/AR data, petty cash, expense reports.
• Protect confidential company data and sensitive payroll/initiatives with discretion.
• Maintain digital/paper filing, courier coordination, and office supplies.

Skills

Discretion & Integrity

Communication

Organization

Time management

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree in Business Administration/Communications

Tools

Microsoft Office Suite

Google Workspace

QuickBooks

Job description

Salary Range: $38,000.00 To $60,000.00 Annually

Role Overview

The Executive Assistant serves as the primary strategic and operational partner to leadership, driving day-to-day efficiency in the executive office while anchoring core administrative and financial workflows. This position optimizes the executive's time and focus by managing complex schedules, orchestrating seamless travel, facilitating high-level communications, and handling sensitive corporate data with absolute discretion in a fast-paced environment.

Key Responsibilities

Executive Support & Schedule Optimization

• Complex Calendar Management: Manage and maintain dynamic executive calendars, scheduling appointments, high-priority meetings, and corporate events while proactively resolving scheduling conflicts.
• Travel Logistics: Coordinate comprehensive end-to-end travel arrangements, including flights, accommodations, ground transport, and detailed itineraries.
• Meeting & Stakeholder Coordination: Act as a central liaison between the executive and internal/external stakeholders, preparing agendas, recording action items, tracking follow-ups, and arranging executive meeting spaces or catering.
• Presentation & Document Creation: Design, edit, and format polished PowerPoint presentations, executive reports, and strategic communications.

Office & Operational Management

• Gatekeeping & Communications: Monitor the general inbox, screen and route incoming executive phone calls, handle correspondence, and deliver warm front-desk hospitality for executive visitors.
• Basic Financial Support: Support baseline accounting tasks, including processing vendor invoices, tracking accounts payable/receivable data, managing petty cash, and reconciling executive expense reports.
• Discretion & Data Safeguarding: Protect confidential company records, payroll details, strategic initiatives, and executive communications with strict compliance and absolute trust.
• Administrative Operations: Maintain digital/paper filing systems, coordinate incoming/outgoing courier packages, and manage office supplies to ensure a seamless operational flow.

Qualifications & Experience

• Experience: 1–3 years of dedicated experience as an Executive Assistant or in a senior-level administrative support role.
• Technical Proficiency: Advanced mastery of Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) or Google Workspace.
• Discretion & Integrity: Proven track record of managing confidential, sensitive information with supreme judgment and professionalism.
• Communication: Exceptional written and verbal communication skills with a polished executive presence.
• Organization: Superior multi-tasking, time-management, and prioritization skills under tight deadlines.
• Education: High school diploma or equivalent required.

Preferred Requirements

• Education: Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
• Specialized Tools: Experience with advanced calendar management software, corporate travel booking platforms, and basic accounting/bookkeeping tools (e.g., QuickBooks).
• Core Competencies: Proactive anticipation of executive needs, basic project management familiarity, and independence in a fast-paced corporate setting.