Healthcare Executive Assistant

DuPage Ophthalmology; Lombard (IL); On-site; USD 68,000 - 75,000; Full time

Benefits offered by this job

Annual bonus potential

Healthcare package

PTO and holidays

Employee discount

Job summary

DuPage Ophthalmology seeks an experienced Healthcare Executive Assistant to provide high-level administrative, operational, and strategic support to senior healthcare leadership. The role requires discretion, HIPAA awareness, and cross-functional coordination in clinical settings.

The candidate will manage complex calendars, prepare materials for executives, and help drive initiatives across departments while ensuring compliant handling of sensitive information and efficient day-to-day

Qualifications

• Bachelor’s degree or equivalent experience.
• 3–5+ years of experience as an Executive Assistant, preferably in healthcare.
• Proficiency in medical terminology and healthcare operations (preferred).
• Proficiency in Microsoft Office, Google Workspace, and scheduling tools.
• Excellent written and verbal communication skills.

Responsibilities

• Manage complex calendars and coordinate meetings across clinical and administrative teams.
• Prepare agendas, presentations, reports, and briefing materials for executives.
• Draft, review, and manage executive correspondence and gatekeeper for communications.
• Support regulatory, HIPAA compliance, and confidential information handling.

Skills

Executive support

Time management

Communication

Discretion

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Scheduling tools

Job description

Healthcare Executive Assistant

Job Summary

The Healthcare Executive Assistant provides high-level administrative, operational, and strategic support to senior healthcare leadership. This role requires exceptional organizational skills, discretion, and an understanding of healthcare operations, compliance, and clinical environments. The Executive Assistant serves as a key liaison between executives, clinical teams, staff, and external partners, ensuring efficient day-to-day operations and effective communication.

Key Responsibilities

• Executive Support
  • Manage complex calendars, scheduling meetings across clinical and administrative teams
  • Prepare agendas, presentations, reports, and briefing materials
  • Draft, review, and manage executive correspondence
  • Serve as a trusted gatekeeper, prioritizing communications and requests
• Healthcare Operations & Coordination
  • Liaise with physicians, clinical leaders, department heads, and external stakeholders
  • Support executive initiatives, committees, and board meetings
  • Track action items, deadlines, and follow-ups related to strategic projects
  • Assist with regulatory, accreditation, or compliance documentation as needed
• Confidentiality & Compliance
  • Handle sensitive patient, personnel, and organizational information with strict confidentiality
  • Maintain compliance with HIPAA and organizational privacy policies
  • Ensure accurate record-keeping and document management
• Administrative & Office Management
  • Organize and maintain electronic and physical filing systems
  • Support special projects and organizational initiatives
  • Improve workflows and administrative processes for efficiency

Required Qualifications

• Bachelor’s degree or equivalent experience
• 3–5+ years of experience as an Executive Assistant, preferably in healthcare or a regulated environment
• Strong knowledge of medical terminology and healthcare operations (preferred)
• Proficiency in Microsoft Office, Google Workspace, and scheduling tools
• Excellent written and verbal communication skills

Skills & Competencies

• Exceptional organizational and time-management skills
• High level of professionalism, discretion, and emotional intelligence
• Ability to manage competing priorities in a fast-paced environment
• Strong attention to detail and problem-solving skills
• Ability to work independently and anticipate executive needs

Preferred Qualifications

• Experience supporting senior healthcare leadership
• Familiarity with EHR systems or healthcare compliance frameworks
• Project management experience

Work Environment

• Office, clinical, or hybrid healthcare setting
• May require occasional extended hours to support executive needs

Compensation Package

• Salary range: $68,000 - $75,000
• Annual bonus potential
• Flexible work schedule with potential for hybrid status after 90-Day Probationary Period
• Competitive healthcare package
• Generous PTO Allowance and 6 Paid Holidays
• Employee discount