Executive Assistant

The Wright Center for Women's Health; Naperville (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

ViziRecruiter, LLC is seeking a highly organized Executive Assistant to provide comprehensive support to Dr. Wright and our Leadership team in Naperville. The role requires superb communication, calendar management, travel arrangements, and meticulous note-taking.

You will attend meetings, filter information, report back to leadership, and help coordinate events. Strong discretion and professionalism are essential as you handle confidential information and multiple priorities daily.

Qualifications

• Proven experience as an Executive Assistant or in a similar role.
• Excellent verbal and written communication with attention to detail.
• Proficient with Microsoft Office and calendar management tools.

Responsibilities

• Manage and organize calendars, schedule appointments, meetings, and calls.
• Coordinate travel, flights, hotels, and transportation.
• Make reservations for business-related activities and venues.
• Attend meetings and provide detailed reports or summaries.
• Take comprehensive notes and distribute them as needed.
• Prepare presentations, reports, and documents for review.
• Support event coordination and team logistics.
• Maintain confidentiality and handle sensitive information.

Skills

Organizational skills

Time management

Communication skills

Discretion and professionalism

Proactive problem solving

Tools

Microsoft Office Suite

Calendar management tools

Job description

Introduction

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to Dr. Wright and our Leadership team!

Overview

Job description

Medical Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to Dr. Wright and our Leadership team. The ideal candidate will possess exceptional communication skills, excellent time management abilities, andextreme attention to detail. This role requires someone who can handle a wide range of responsibilities, including managing reservations, scheduling appointments, booking flights, coordinating travel arrangements, taking detailed notes, organizing events, and serving as an accountability partner. The Executive Assistant will also be required to attend meetings, filter information, and report back to the Leadership team, ensuring efficient workflow and task completion.

Responsibilities

Responsibilities:

• Manage and organize the calendars, including scheduling appointments, meetings, and conference calls.
• Coordinate travel arrangements, including booking flights, hotels, and transportation.
• Make reservations for various business-related activities, such as restaurants, accommodations, and event venues.
• Attend meetings and provide detailed reports on areas that require assistance or improvement.
• Act as an accountability partner, working closely with the Doctor to ensure tasks and projects are completed in a timely manner.
• Take accurate and comprehensive notes during meetings, transcribing and distributing them as necessary.
• Assist in the organization and coordination of events, such as conferences, seminars, and team-building activities.
• Conduct research and prepare presentations, reports, and documents for the Doctor's review.
• Prioritize and manage multiple tasks simultaneously, ensuring deadlines are met and priorities are addressed effectively.
• Maintain confidential and sensitive information, always exercising discretion.
• Collaborate with other team members to streamline processes and improve overall efficiency.
• Provide general administrative support, such as managing correspondence, handling phone calls, and organizing emails.
• Assisting with interview days, such as scheduling candidates with the correct team members and printing out interview agendas.
• Preparing and organizing snacks and lunches during Procedure days.

Requirements

Requirements:

• Proven experience as an Executive Assistant or in a similar role.
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• Excellent verbal and written communication skills, with a keen eye for detail.
• Proficient in using productivity software, such as Microsoft Office Suite and calendar management tools.
• Ability to adapt quickly to changing priorities and work well under pressure.
• Strong problem-solving skills and the ability to think proactively.
• High level of professionalism and discretion when handling sensitive information.
• Familiarity with front-of-house operations is a plus.
• Weekend availability