Executive Assistant, Network Strategy & Leadership

UHH; Oak Brook (IL); Hybrid; USD 78,000 - 97,000; Full time

Benefits offered by this job

Medical benefits

401(k)

Paid time-off

Hybrid work arrangement

Job summary

UNITE HERE HEALTH is seeking an Executive Assistant to provide high-level administrative and operational support to senior leadership in Oak Brook, IL. The role requires confidentiality, proactive calendar and travel management, and effective communication with Trustees, vendors, and internal teams.

The position emphasizes discretion, project coordination, and the ability to manage multiple priorities in a dynamic environment. Hybrid work options and comprehensive benefits are included.

Qualifications

• 7+ years of progressively responsible experience providing complex administrative support, including at least five years supporting C-suite, or senior executive leaders.
• Demonstrated experience managing complex calendars, coordinating meetings and events, arranging travel, and anticipating executive and organizational needs.
• Experience preparing polished correspondence, reports, presentations, spreadsheets, meeting materials, agendas, minutes, and work plans.
• Experience coordinating large or high-level meetings involving executives, Trustees, vendors, or other internal and external stakeholders.
• Strong knowledge of contemporary office administration, records management, document control, and workflow coordination practices.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, or comparable collaboration and productivity platforms.
• Experience using Excel to organize and analyze information and create accurate spreadsheets, reports, trackers, and basic data summaries.
• Strong command of English grammar, spelling, punctuation, sentence structure, proofreading, and business writing conventions.
• Experience handling confidential information with discretion and sound judgment.
• Familiarity with virtual and hybrid meeting technology, electronic document management, expense reporting, and travel-booking systems.
• Experience tracking projects, commitments, deadlines, decisions, and follow-up actions across multiple stakeholders.
• Knowledge of professional communication and service practices appropriate for interacting with executives, Trustees, vendors, employees, and external partners.
• Bachelor's degree in office career, business administration, communications, organizational leadership, or a related field preferred.

Responsibilities

• Provide administrative and project support, including managing phone and email correspondence, preparing documents and spreadsheets, scheduling meetings, coordinating travel, expense reporting, and performing other related duties.
• Manage the executive’s complex calendar, including meetings, travel, events, deadlines, and competing priorities; Anticipate scheduling conflicts, and recommend solutions.
• Track commitments, decisions, deliverables, and follow-up items to ensure the executive is prepared for meetings and commitments and support timely completion.
• Plan and coordinate executive meetings, leadership meetings, special events, and other organizational activities; Partner will all other Executive and Administrative Assistants across the Fund as needed.
• Prepare, review, and organize correspondence, meeting minutes, presentations, reports, agendas, briefing materials, and other documents.
• Serve as a primary and responsive administrative liaison with Trustees, vendors, consultants, professional advisers, and other external partners.
• Track Trustee questions, requests, decisions, and follow-up items, coordinating responses with appropriate internal leaders.
• Support a positive Trustee experience through timely communication, strong organization, and attentive relationship management.
• Support vendor onboarding, contract administration, invoice processing, and documentation in partnership with the appropriate departments.
• Conduct research, compile information, and prepare summaries to support executive decision-making.
• Manage special projects and assignments as needed requiring coordination, discretion, and independent judgment.
• Identify opportunities to improve administrative processes, information flow, and executive effectiveness.
• Exercise sound judgment when handling sensitive governance, organizational, and personnel matters; Manage sensitive and confidential information with the highest degree of discretion.
• Represent the executive and the Fund professionally in all external interactions.

Skills

Calendar management

Executive support

Email management

Travel coordination

Meetings planning

Communications

Discretion

English writing

Office administration

Microsoft 365

Education

Bachelor's degree

Tools

Concur

ADP Workforce Now

SharePoint

Teams

Excel

Job description

UNITE HERE HEALTH is seeking an Executive Assistant to provide high-level administrative and operational support to senior leadership in Oak Brook, IL. The role requires confidentiality, proactive calendar and travel management, and effective communication with Trustees, vendors, and internal teams.

The position emphasizes discretion, project coordination, and the ability to manage multiple priorities in a dynamic environment. Hybrid work options and comprehensive benefits are included.