Executive Assistant

Paradigm-Healthcare-5; Skokie (IL); On-site; USD 65,000 - 95,000; Full time

Job summary

Paradigm-Healthcare-5 is seeking an Executive Assistant to support the CEO, COO, and CFO across project coordination, administrative duties, and cross-functional initiatives. You will manage calendars, arrange travel, prepare reports and presentations, and oversee office operations with a focus on accuracy and discretion.

This on-site role in Skokie, IL requires strong Excel, QuickBooks, and MS Office skills, plus experience in accounting or legal services.

Qualifications

• High School Diploma or GED required.
• 5+ years in a related role.
• 2+ years in accounting or legal services.
• Excellent Excel skills and data manipulation.
• Strong written and verbal communication.

Responsibilities

• Answer calls and manage mail at corporate office.
• Monitor and order office supplies; maintain facility cleanliness.
• Assist with CEO travel and calendar management.
• Prepare documents; design presentations using Word/Excel/PowerPoint.
• Coordinate meetings and events; support hiring processes.
• Track vendor and budget metrics; assist with procurement and contracts.
• Oversee compliance tasks with OSHA, HR rules, and filings.
• Assist with onboarding and communicating with leadership on projects.

Skills

Communication skills

Organizational skills

Attention to detail

Active listening

Problem solving

Education

High School Degree / GED

Tools

Excel

Outlook

MS Office

QuickBooks

Job description

Classification and PaySalaried ExemptReports toCEO, COO, and CFOSummary/ObjectiveIn keeping with our organization’s goals, the Executive Assistant is responsible for providing support to the CEO, COO, and CFO in their respective responsibilities. The position includes coordinating and managing company-wide projects and initiatives, supportive services to affiliated entities, and oversight/audit of programs.Job DutiesOffice Administration• Answer phone calls and receive mail/communications at corporate office and direct matters to appropriate personnel• Monitor office and kitchen supplies and order when necessary• Manage and maintain cleanliness, supplies, janitorial services, and plant operations for office to ensure a pleasant physical environment• Assist CEO with business and personal travel; assist with arranging travel for company team members• Assist with calendar management for CEO and other executives as assigned• Create and revise documents in MS Word, Excel, and PowerPoint as assigned• Design presentations, reports, and flyers for meetings, programs, and other communications as well as notetaking and communicating with leadership team• Confer with leadership to resolve matters related to assigned projects• Plan, schedule, and coordinate meetings with team members and event planning for larger events• Assist with hiring process, including candidate scheduling, interviewing, testing, and follow-up• Send welcome emails to facilities to introduce new regional team members• Maintain measurable performance metrics for various activities: supplier performance, vendor quality, internal vendor ordering processes, financial (AP) performance, and budgetary performance• Review and recommend purchase orders and vendor contracts as needed to support operational goalsLegal and Compliance• Identify, research, and respond to incoming communications to General Counsel as assigned• Oversee administrative, operational, and project management/tracking of nursing healthcare compliance requirements, legal organizational filings, and general project tracking and management plans• Monthly review of and management of facility license logs maintained by facility administrators and report any concerns• Oversee administrative, operational, and project management/tracking of assigned policies and processes• Create and coordinate the conceptual development of assigned programs• Identify areas for improvement and establish enhancements to the current policies, procedures, and programs to achieve best practices• Ensure assigned programs are accurately implemented through comprehensive audit and tracking systems• Support facilities with compliance with OSHA, FMLA, COBRA, and other state and federal employment laws and regulations• Oversee submission of monthly and yearly employee injury filings with Texas Department of Insurance and OSHA for assigned facilities• Submit yearly OIG/SAM and Texas EMR employee exclusion screening for assigned facilitiesBookkeeping and Financials• Develop systems to achieve CEO’s vision and streamline processes• Manage bookkeeping and accounts payable functions for the organization• Enter donations in QuickBooks• Download bank transactions for accounts and enter in QuickBooks• Manage vendor invoices and payments• Manage monthly scholarship payments• Track donations during fundraising campaigns (annual Charidy campaign)• Create systems and processes for provision of donation tax receiptsSupervisory ResponsibilityThere are no direct supervisory responsibilities for this position. However, the position requires communication with and management and oversight of affiliated entities to ensure that specific policies, procedures, and programs are implemented correctly.Work EnvironmentThis role generally will require physical activity that is typical in an office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and may require some use of machinery typically used in office environments.Physical DemandsWhile performing the duties of this job, the employee is regularly required to talk and hear. This position at times may require on-site visits to nursing homes and may require the ability to walk, sit, use hands, reach, climb, stoop, bend, kneel, twist, and lift as necessary.Position Type and Expected Hours of WorkAlthough this is a Monday through Friday position, significant events can occur at any given time. Ongoing direction and support may be necessary if systems are not properly implemented, continuously improved upon, and monitored. After hours calls may be necessary if there are exigent circumstances.TravelThis position may require occasional travel.Required Education and Experience• High School Degree / GED• 5 years or more experience in a related position• 2 years or more in relevant experience with accounting or legal services• Significant experience using Excel and assessing/manipulating various types of dataRequired Skills• Excellent computer literacy and high level of computer competency skills (Microsoft Outlook, Microsoft Office, and online programs and applications)• Advanced skills with Excel• Significant experience with QuickBooks• Some knowledge of HR rules and regulations and/or organizational legal documents and required filings• Ability to create, implement, and oversee processes to implement effective systems and programs• Excellent written and verbal communication skills• Administrative writing and reporting skills• Demonstrate leadership, organizational skills, ability to maintain a positive and professional attitude, and attention to detail• Ability to work well under pressure, meet deadlines, and handle multiple tasks simultaneously• Ability to engage in active listening (giving full attention to those speaking), critical thinking (using logic and reasoning to identify strengths/weaknesses of alternative solutions), and active learning (understanding implications of new information during problem-solving situations)• Exceptional judgment and active foresight• Self-motivated and self-directedOther DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.Reasonable AccommodationReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.