Executive Office Administrator

MedStar Health; Schaumburg (IL); On-site; USD 55,000 - 84,000; Full time

Job summary

A leading healthcare organization is seeking a results-driven Executive Office Administrator. This key role involves supporting both office and executive functions while fostering a positive workplace culture. Candidates should be highly organized with a robust skill set in administration, communications, and office management. Join us to grow your career in an environment that values diversity and service excellence.

Benefits

10 Company Holidays and Paid Time Off starting at 13 days annually

Medical, Dental & Vision Plan

401K Matching Plan

Tuition reimbursement

Competitive salary and compensation plan

Qualifications

• 3 years in similar administrative support role.
• Experience in event planning and office operations is a plus.
• Experience supporting executive leadership or senior management.

Responsibilities

• Serve as the first point of contact by welcoming and assisting guests.
• Manage communications, calendars, and schedules for key executives.
• Oversee all front office operations, ensuring daily tasks are completed efficiently.

Skills

Organizational skills

Interpersonal skills

Problem-solving

Attention to detail

Communication

Education

College degree

Tools

Microsoft Office Suite

Job description

Description

Convergint is looking for a full-time, enthusiastic, results driven and forward-thinking Executive Office Administrator to join our amazing culture. As an Executive Office Administrator, you are a part of a dynamic team that allows you to grow as Convergint grows.

As a key ambassador of our positive, inclusive culture, this position plays a critical role in maintaining the smooth operation of the office by prioritizing front desk support and general office administration and brings a can-do attitude to every interaction. This position is the first point of contact for visitors and is responsible for ensuring daily office activities are well-coordinated and efficient. In addition to these core office functions, the role also provides high-level administrative support to executive leadership. The ideal candidate is highly organized, detail-oriented, resourceful, friendly, and service-driven, with the ability to juggle competing priorities in a professional and efficient manner and passionate about delivering exceptional service.

For information about how we use your personal information, please see our Colleague & Applicant Privacy Notice, available on convergint.com/careers.

The expected compensation range for this role is between $55,700.00 and $83,600.00USD.

Who You Are

You have a passion for providing world-class service to customers, colleagues and communities. You are a person of integrity with a commitment to growth, accountability and delivering results. You want to join an organization with a positive culture that embraces equal opportunity and allows everyone to be the best version of themselves at work and home. You want to grow with us and deliver results as an exceptional Executive Office Administrator.

Who We Are

With 20-years of proven growth and exceptional performance, our mission is to be our customer's best service provider. We realize the importance of diversity in achieving that goal. Our company was built upon a solid foundation of 10 Values and Beliefs which drive our unmatched culture, making us the #1 global, serviced-based systems integrator in the industry. We take great pride in protecting the lives and assets of our customers and their communities with the solutions we provide.

What you'll do with "Our Training and Your Experience"

• Convergint's greatest strength is our people! Every colleague is encouraged to participate in our Recruit Awesome People program, helping us grow Convergint by promoting our colleague-first culture and referring top talent to the Talent Acquisition Team and hiring managers.

Office Support

• Serve as the first point of contact by welcoming and assisting guests at the front desk.


• Oversee all front office operations, ensuring daily tasks are completed efficiently.


• Manage training center logistics including scheduling, set-up, and day-of support.


• Maintain and monitor the visitor management system.


• Act as the main liaison for all building-related issues, including vendor coordination (e.g., water service, plant maintenance).


• Manage building bookings and invoicing processes.


• Order and maintain office supplies; ensure all common areas are well-stocked and presentable.


• Sort and distribute mail daily.


• Coordinate office events, meetings, and team gatherings.


• Support overall office efficiency through proactive administrative oversight.

Executive Support

• Manage communications, calendars, and schedules for key executives.


• Coordinate and confirm meetings, track follow-up tasks, and send reminders for executive actions.


• Prepare board presentations using PowerPoint and other tools.


• Arrange complex travel itineraries and accommodations.


• Manage expense reporting on a weekly, monthly, or quarterly basis.


• Serve as a liaison between executives and internal/external stakeholders.


• Provide support for strategic initiatives and confidential matters as needed

What You'll Need

• Excellent organizational and time management skills; ability to prioritize and manage multiple tasks.


• Proactive problem-solving skills with a strong attention to detail.


• Ability to work independently and handle confidential information with discretion.


• Exceptional interpersonal and communication skills; capable of building trusted relationships across all levels.


• Strong adaptability and flexibility in a dynamic work environment.


• Advanced proficiency in Microsoft Office Suite (especially PowerPoint, Excel, and Outlook); familiarity with other office productivity tools.


• Commitment to continuous learning, improvement, and team success.


• High level of integrity, professionalism, and discretion.


• Strong written and verbal communication skills.

Company Benefits

Convergint fosters a supportive, accessible, and inclusive environment in which all individuals are able to realize their maximum potential within the company. We offer a variety of programs and exceptional benefits:

• 10 Company Holidays and Paid Time Off starting at 13 days annually


• Fun & Laughter Day Off


• Medical, Dental & Vision Plan


• Life insurance & Disability Plan


• Wellness Program


• 401K Matching Plan


• Colleague Assistance Program


• Tuition reimbursement


• Competitive salary and compensation plan


• Vehicle reimbursement plan or company vehicle


• Corporate Social Responsibility Day


• Cell phone reimbursement (if applicable)


• Paid parental leave

Requirements:

Education: College degree, trade school or equivalent experience

Minimum Experience:

• 3 years in similar administrative support role


• Experience supporting executive leadership or senior management


• Experience in event planning and office operations is a plus

Convergint is an Equal Opportunity Employer.

Visit our Convergint careers site to learn more about the company and the exciting opportunities available.

Please note that this job posting includes salary information for the assigned target market range within the primary geographic region the requisition is posted. If the position is posted in multiple locations or is a remote position, the salary range may vary. Individual pay rates will, of course, vary depending on the job, department, and location, as well as the individual skills, experience, certifications, specific licenses, and education of the applicant.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.