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ECLARO · 2 days ago

Executive Assistant

Chicago, IL

Contract

Onsite

Senior Level

$45/hr - $45/hr

5+ years exp

ECLARO is a leading provider of healthcare workforce software and solutions, currently seeking an Executive Assistant. This role involves providing comprehensive administrative support to Senior Executives, ensuring operational efficiency, and implementing process improvements within the executive assistant team.

Staffing & Recruiting

Responsibilities

Direct and executes key meeting scheduling including board / committee preparation, complex calendaring, confidential correspondence, meeting organization and staffing, and conference management

Manage multiple high priorities, conflicting calendars, and develop creative solutions to ensure it all gets done

Coordinates with executive assistant team to work "outside of the box” to actively collaborate to quickly and effectively schedule meetings

Organizes meetings and appointments with senior management, often requiring re-scheduling of established meetings

Confirms meeting logistics, obtaining room, refreshments and media as required

Utilizes technology resources, including OneNote to maintain "tickler " electronic files for supporting information on upcoming meetings

Provide professional and timely interactions with internal and external parties ensuring they understand status and priority of their requests

Lead development of key communications on behalf of the EVP / COO

Creates portions and / or entire presentations on requested topics to be delivered by department senior management (via PowerPoint presentations, memos, etc.)

Creates agendas and drafts associated speaking points based on specific objectives, goals and / or topics for meetings chaired by department senior management

Interacts with Client Senior Management, faculty and staff and external organizations / agencies to prepare meeting materials as needed

May serve as a receiving and triage point for a variety of sensitive / confidential matters, and communication with all levels of employees, including senior leadership

Creates and edits confidential correspondence

Assists with special visitors

Arranges travel - air, hotel, meeting registration, automobile - as needed for attendance at conferences

Serves as a primary interface with board members and / or their support staff

Act as a facilitative change agent to influence process improvement that will enhance team performance within the executive suite

Lead travel management, expense processing / approvals, time off approvals, etc. on behalf of the EVP / COO

Answers and directs phone calls to proper person and provides assistance as requested or required

Provides identification, implementation and coordination of new and on-going projects including departmental budget and process improvement initiatives that require data collection

May provide program support and some event management for Client's recognition and employee activities and programs such as, Client Holiday party, Department events, etc

Qualification

Executive Assistant experienceMicrosoft Office proficiencyCommunication skillsCritical thinkingProblem-solving skillsMulti-tasking capabilitiesInterpersonal skillsOrganizational skillsCollaboration skills

Required

High School Diploma and Five years' experience as an Executive Assistant at the Senior Executive level

Ability and willingness to approach tasks with a spirit of collaboration to solve problems with peers and customers

Viewed by others as approachable and dependable

Requires strong communication and organization skills, attention to detail, and ability to prioritize multiple requests

Ability to act both independently and as a team member

Clear, concise, accurate communication skills for direct interaction personally, via telephone, email and correspondence

Critical thinking and problem-solving skills are required to assess and resolve issues around scheduling, projects and / or daily responsibilities

Strong, written and verbal communication skills; excellent interpersonal skills

Experience / comfort in use of laptop computer (for use in taking minutes at various meetings). Proficiency in Microsoft OneNote, Teams, Word, PowerPoint, Visio and Excel

Strong multi-tasking capabilities

Problem-solver and trouble-shooter with employees, medical staff and support staff

Strong prioritization skills to assure completion of multiple tasks on or ahead of schedule

Ability to 'think on your feet', strong initiative, sense of urgency and highly organized

Excellent interpersonal skills with particular emphasis on self-generating initiative for creative problem solving and providing complex assistance to visitors, guests, faculty and staff