Executive Assistant

AgeOptions; Oak Park (IL); On-site; USD 48,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

403(b) employer contributions (5%)

Job summary

AgeOptions, located in Oak Park, IL, seeks an experienced Executive Assistant to provide high-level administrative support to the CEO and senior leadership. You will manage calendars, prepare materials, coordinate board meetings, and handle confidential information with discretion.

The role requires strong organizational skills, the ability to multitask, and initiative to ensure requests are completed. Proficiency in MS Office and CRM tools, plus excellent communication, are essential.

Qualifications

• 3+ years of executive-level support experience
• Ability to multitask in a fast-paced environment with minimal supervision
• Advanced Microsoft Office skills (Word, Outlook, Excel, PowerPoint) and familiarity with CRM apps
• Excellent verbal and written communication, including grammar and editing

Responsibilities

• Manage CEO and executive calendars, coordinate meetings and travel
• Prepare documents, meeting materials, notes, reports and correspondence
• Serve as primary point of contact for board and advisory council meetings, agendas and minutes
• Route and draft correspondence, research information, and support CEO communications
• Book and adjust travel plans, process expense reports, and maintain confidentiality
• Follow up on action items from meetings and maintain electronic filing
• Perform additional administrative tasks as needed

Skills

Executive support

Calendar management

Microsoft Office Suite

Verbal and written communication

Meeting coordination

Travel coordination

Tools

CRM

SurveyMonkey

Doodle

Video conferencing (Zoom/Teams)

Job description

Are you committed to improving the quality of life and maintaining the dignity of older adults and those who care for them? Then, this position might be perfect for you!

AgeOptions is recognized nationally as a leader in developing and helping to deliver innovative community-based resources and options to older populations in transition and through our network of community agencies we serve approximately 200,000 people annually.

Our offices are conveniently located in downtown Oak Park, Illinois, near the Green Line 'L' and Metra train station. We offer a casual work environment with competitive salaries and a strong benefit package. To learn more about what we do, please visit our website at: AgeOptions

Overview of the Role:

The Executive Assistant provides high-level, complex administrative support to the Chief Executive Officer of AgeOptions, structures and organizes all activities of the CEO as well as scheduling Executive Management, Board of Directors and Advisory Council meetings. This role will also provide administrative support and maintain effective communication with the Board of Directors and other Advisory Councils. This position is an active member of the AgeOptions Administrative team.

To be successful in this role-- you will bring strong organizational skills, the ability to prioritize multiple tasks and at times work through high levels of ambiguity independently. The pride you take in your work shows and you proactively take initiative to follow-through on requests until completion. You can work effectively with a variety of personalities at many levels and make connections in and across teams. You communicate effectively and efficiently and understand how to prioritize to appropriately handle highly confidential and sensitive information.

• Manages multiple calendars and schedules, proactively identifying and handling conflicts, logistical snags and travel plans
• Prepares well written documents, organized meeting materials and notes, projects and reports
• Exercises good judgement and 'can do attitude' to efficiently and effectively support the CEO

What are the Specifics (or at least some of them):

• Enhances the Chief Executive’s effectiveness by assuring necessary preparation is completed for scheduled activities with appropriate materials and information. Maintain communication with CEO throughout the day, as needed, via phone, text, email to ensure they keep to their schedule and is made aware of any schedule changes. Reviews schedule beforehand to anticipate any potential conflicts or areas of concern
• Serves as the primary point of contact for meetings, appointments, calls, teleconferences, travel, events, etc. Coordinates the CEO calendar, independently handles communication regarding CEO schedule and proactively addresses conflicts and possible snags
• Leads administrative support of the Board of Directors and Advisory Council of AgeOptions. This includes communications, coordinating meetings, agendas, packets and minutes for all Board, Council and Committee meetings as assigned.
• Makes the most of the CEO’s time by reading, researching and routing correspondence, drafting letters and documents, collecting and analyzing information and initiating communication
• Books and coordinates travel schedules, flights, hotels, reservations, etc. as well as takes care of last minute itinerary changes, prepares and manages expense reporting
• Maintains a high degree of confidentiality on all sensitive information this position is privy to.
• Follows-up on assignments derived from meetings and appointments with the CEO, electronic filing/retrieval for the CEO office including confidential information and meeting discussions
• Other administrative responsibilities as needed

Experience and Skills

Who we are looking for:

• Education or experience to equal at least 3 years of executive level support experience with increasing responsibilities
• Able to perform in a fast paced environment, handling multiple projects simultaneously and able to change priorities quickly. Ability to accept on-going responsibility without close supervision.
• Advanced Microsoft Office Suite experience- Word, Outlook, Excel and PowerPoint, virtual meeting platforms, webinar technology and other office applications such as CRM, Survey Monkey and Doodle
• Excellent verbal and written communication skills including grammar and editing

Don't meet all of the requirements? We encourage you to apply, tell us why you want to work with us and what you can bring!

AgeOptions is an Equal Opportunity Employer where diversity is celebrated and we are committed to creating an inclusive environment for all

The starting salary range is $48,000-65,000 annually; based upon an individual's experience, education, licensing and considering our internal equity.

In addition to your annual salary AgeOptions a 5% contribution to your 403(b) whether you contribute or not.

This is a full time role, primarily in the office and includes the ability to participate in our medical, dental, vision and other voluntary plans.