Executive Assistant/CEO Office

sih; United States; On-site; USD 33,000 - 51,000; Full time

Job summary

SIH is seeking an Executive Assistant to support the President/CEO with confidential administrative tasks and calendar management. You will coordinate meetings, arrange travel, prepare briefings, and ensure smooth office operations.

The role requires discretion, strong organizational skills, and the ability to navigate complex schedules while upholding standards of integrity and teamwork.

Qualifications

• Associates degree in healthcare, business, or related field; 3 years administrative support to senior management preferred.
• 3 years experience in an office practice setting or equivalent in a professional office.

Responsibilities

• Monitors compliance with established standards, practices, and regulatory requirements and updates system-wide administration policies and procedures as needed.
• Reports to and provides administrative support to the Executive Assistant to President/CEO and other Executive Team members.
• Deals discretely with sensitive, confidential information concerning professional affairs, personal performance of staff and confidential information concerning department and/or system affairs, information contained in minutes, letters and other documents.
• Coordinates and manages Illinois Exclusive Lobbyist registrations and bi-monthly reporting. Ensures forms are complete and compliant with annual training and reporting.
• Ensure that all assigned work activities are completed; centralizing common work to eliminate waste and streamline processes. Activities may include Greets visitors, answers telephones, and relays messages to appropriate staff members.
• Establish, and revise filing system. Classify, sort and file correspondence, records, and other documents.
• Coordinate & schedule all activities related to meetings, conferences, appointments, travel arrangements & assist in maintaining CEO's calendar.
• Prepare correspondence, memos, reports, minutes, agendas, etc. Proof all typed materials, make corrections and recommended changes. Fax, photocopy and distribute material as directed.
• Sort and distribute department mail. Open, sort, review and prioritize mail.
• Oversee departmental equipment and supplies. Order supplies/materials as needed within allotted budget.
• Oversees activities of system office functions and coordinates with corporate office employees at all levels by rounding daily to answer common questions, provide direction, and offers suggestions on removing barriers or obstacles that may impede daily workflows.
• Responds to visitor and vendor complaints; analyzes and determines necessity to elevate the complaint based on situation to the appropriate organization leader, potential risk, effective resolution, and corporate office concerns
• Provides leadership to direct reports in the execution of work plans and long and short term goals by implementing regular one-on-one contact meetings to review engagement activities that measure, assess and improve the employees performance.
• Develops a staffing plan that meets both customer expectations and financial constraints.
• Create an environment where employee engagement and feedback facilitates positive change.

Skills

Administrative support

Office coordination

Confidential information handling

Education

Associates degree

Job description

Position Summary

The Executive Assistant/CEO Office is responsible for providing the CEO office with administrative and clerical support services essential for efficient organizational operation and confidential handling of sensitive matters.

Principal Accountabilities

Standards of Performance: Respect, Integrity, Compassion, Collaboration, Stewardship, Accountability, Quality

Education

Associates degree in healthcare, business, or other relative degrees. Providing 3 years of administrative support to senior management preferred.

Experience and Skills

Technical Field: 3 years experience office practice setting or equivalent experience in a professional office setting.

Role Specific Responsibilities

• Monitors compliance with established standards, practices, and regulatory requirements and updates system-wide administration policies and procedures as needed.
• Reports to and provides administrative support to the Executive Assistant to President/CEO and other Executive Team members.
• Deals discretely with sensitive, confidential information concerning professional affairs, personal performance of staff and confidential information concerning department and/or system affairs, information contained in minutes, letters and other documents.
• Coordinates and manages Illinois Exclusive Lobbyist registrations and bi-monthly reporting. Assures forms are complete and compliant with annual training and reporting.
• Ensure that all assigned work activities are completed; centralizing common work to eliminate waste and streamline processes. Activities may include some or all of the following: Greets visitors, answers telephones, and relays messages to appropriate staff members.
• Establish, and revise filing system. Classify, sort and file correspondence, records, and other documents.
• Coordinate & schedule all activities related to meetings, conferences, appointments, travel arrangements & assist in maintaining CEO's calendar.
• Prepare correspondence, memos, reports, minutes, agendas, etc. Proof all typed materials, make corrections and recommended changes. Fax, photocopy and distribute material as directed.
• Sort and distribute department mail. Open, sort, review and prioritize mail.
• Oversee departmental equipment and supplies. Order supplies/materials as needed within allotted budget.
• Oversees activities of system office functions and coordinates with corporate office employees at all levels by rounding daily to answer common questions, provide direction, and offers suggestions on removing barriers or obstacles that may impede daily workflows.
• Responds to visitor and vendor complaints; analyzes and determines necessity to elevate the complaint based on situation to the appropriate organization leader, potential risk, effective resolution, and corporate office concerns
• Provides leadership to direct reports in the execution of work plans and long and short term goals by implementing regular one-on-one contact meetings to review engagement activities that measure, assess and improve the employees performance.
• Develops a staffing plan that meets both customer expectations and financial constraints.
• Create an environment where employee engagement and feedback facilitates positive change.

Compensation (Commensurate with experience): $23.65 To $36.66