Hybrid Executive Admin for Birth Center Startup

Chicago South Side Birth Center; Chicago (IL); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Chicago South Side Birth Center in Chicago, IL seeks a hands-on Executive Administrative Assistant to support the Executive Director and leadership team. This hybrid role combines in-office coordination with remote work, handling calendars, travel, meetings, and board-related tasks while ensuring privacy and efficiency.

You will manage communications, prepare reports, process vendor payments and expenses in QuickBooks and Bill.com, maintain records, and assist HR with onboarding and vacancies,

Qualifications

• 3 years experience with executive level administrative support.
• Proficient in Microsoft Office Suite or similar software.
• Excellent verbal and written communication skills.
• Ability to work with leadership team and manage multiple tasks.
• Knowledge of recordkeeping, filing, and clerical procedures.
• Commitment to racial, gender, reproductive, economic, environmental, and social justice.

Responsibilities

• Monitors PO Box and mail weekly and maintains filing system.
• Coordinates travel, meetings and appointments for Executive Director.
• Organizes staff meetings, agendas, minutes, reminders and catering.
• Supports Board coordination: reports, agendas, minutes and communications.
• Prioritizes emails and prepares summaries of data as needed.
• Manages calendar, reminders and project tasks to meet deadlines.
• Oversees sensitive information with discretion and confidentiality.
• Processes AP with vendors using Bill.com; records invoices and tax payments.
• Deposits checks and records expenses in QuickBooks; supports HR onboarding.

Skills

Excellent communication

Organizational skills

Time management

Attention to detail

Education

High School Diploma or equivalent

Associate’s Degree preferred

Tools

Microsoft Office Suite

QuickBooks

Bill.com

Job description

Chicago South Side Birth Center in Chicago, IL seeks a hands-on Executive Administrative Assistant to support the Executive Director and leadership team. This hybrid role combines in-office coordination with remote work, handling calendars, travel, meetings, and board-related tasks while ensuring privacy and efficiency.

You will manage communications, prepare reports, process vendor payments and expenses in QuickBooks and Bill.com, maintain records, and assist HR with onboarding and vacancies,