Executive Assistant

Asbury Pavilion Nursing And Rehabilitation; Lincolnwood (IL); On-site; USD 38,000 - 60,000; Full time

Job summary

Asbury Pavilion Nursing And Rehabilitation is seeking an Executive Assistant to partner with leadership, optimize complex calendars, and manage travel logistics. You will handle high-level communications, prepare executive materials, and safeguard sensitive corporate data in a fast-paced environment.

The role supports office operations, basic accounting tasks, and coordination with internal and external stakeholders to ensure efficient daily operations.

Qualifications

• 1–3 years of executive support or senior administrative experience.
• Advanced proficiency in Microsoft Office or Google Workspace.
• Discretion and integrity when handling confidential information.
• Strong written and verbal communication with professional presence.
• Excellent organization, multitasking, and time-management under tight deadlines.
• High school diploma or equivalent is required.

Responsibilities

• Manage complex executive calendars and scheduling, resolving conflicts proactively.
• Coordinate end-to-end travel arrangements and itineraries.
• Serve as liaison between executive and stakeholders; prepare agendas and track follow-ups.
• Create, edit and format polished PowerPoint presentations and reports.
• Screen communications, gatekeep the inbox, and greet executive visitors.
• Support basic accounting tasks including vendor invoices and expense reports.
• Protect confidential data and ensure compliance and discretion.
• Maintain filing systems and coordinate office operations for smooth workflow.

Skills

Executive support experience

MS Office / Google Workspace

Discretion & integrity

Communication

Organization

Calendar management software

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree (Business Admin / Communications)

Tools

QuickBooks

Travel booking platforms

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.