Executive Assistant / Office Operations Coordinator

Medical Business Associates, Inc; Westmont (IL); Hybrid; USD 65,000 - 85,000; Full time

Benefits offered by this job

401(k) with matching

Health, Dental, and Life insurance

Paid time off

Job summary

Medical Business Associates, Inc. seeks a hybrid Executive Assistant, Office Manager, and Paralegal to support the CEO in a fast-paced healthcare auditing environment.

The role combines high-level administrative duties with legal document management and client intake responsibilities. The ideal candidate has paralegal experience, strong Excel skills, and the ability to multitask while maintaining strict discretion.

Qualifications

• Paralegal experience in a rigorous environment.
• Proficiency in Excel and legal case management.
• Ability to multitask and manage executive priorities.
• Discretion with confidential litigation and operational materials.
• Experience in personal injury or healthcare-related cases is a strong plus.

Responsibilities

• Manage CEO calendar, schedule depositions and conferences, and protect CEO's focus time.
• Assist case analyst team with client onboarding, draft legal documents and contracts, organize case files, and prepare exhibits.
• Research and arrange travel, handle confidential shipments, and manage office supplies and vendors.
• Serve as first point of contact for law firms and clients, gather required case information, support service expansions.
• Utilize advanced Excel skills to support administrative tracking, document review, and case prep.

Skills

Paralegal

Excel

Executive support

Attorney communication

Confidentiality

Job description

MBA is seeking a highly adaptable professional to serve as a hybrid Executive Assistant, Office Manager, and Paralegal to the CEO. This role is ideal for someone who thrives in a dynamic, multi-faceted environment and possesses the rigorous attention to detail of a legal professional. This role is for someone who will serve as a trusted organizational partner, thoughtfully managing executive priorities and communications, while bringing litigation-grade organization to our healthcare auditing case files, office operations, and client intake processes.

Key Responsibilities:

• Executive & Operational Support: Anticipate and manage a complex calendar, schedule depositions and conferences, and serve as a strict gatekeeper to protect the CEO's focus time.
• Case & Document Management: Assist the case analyst team with client onboarding, draft legal documents and contracts, organize case files, and prepare exhibits for trial.
• Logistics & Travel: Research and execute comprehensive travel arrangements, handle confidential shipments (FedEx, UPS, DHL), and manage day-to-day office supply and vendor relations.
• Client Intake & Triage: Act as the first point of contact for law firms and clients, gather required case information, and confidently support service expansions.
• Data Rigor & Analysis: Utilize advanced Excel skills to support administrative tracking, document review, and case prep. (Comprehensive training on specific healthcare billing formats and codes will be provided).

Required Skills & Qualifications:

• Proven experience as a paralegal, legal assistant, or in a rigorous executive support role.
• High proficiency in Excel, legal case management procedures, and document review.
• Exceptional ability to multitask, prioritize competing demands, and maintain order in a dynamic, high-stakes environment.
• Strong professional phone presence and comfort communicating directly with attorneys, physicians, and executives.
• Strict discretion with highly confidential litigation and operational materials.
• Experience in personal injury or healthcare-related cases is a strong plus.
• 401(k) with matching
• Health, Dental, and Life insurance
• Paid time off and flexible schedule
• Profit sharing

Job Type:

Full-time (32-40 hours per week)