Medical Business Associates, Inc · 1 week ago
Executive Assistant / Office Operations Coordinator
Westmont, IL
Full-time
Onsite
New Grad, Entry Level
$24/hr - $26/hrMedical Business Associates, Inc is seeking a highly organized and proactive Executive Assistant / Office Operations Coordinator to support a busy professional services office. This role involves managing executive schedules, coordinating logistics, and serving as a point of contact for clients, requiring sound judgment and discretion.
Health Wellness & Fitness
Responsibilities
Manage and anticipate a complex calendar, including professional and personal commitments
Schedule and coordinate calls, meetings, depositions, conferences, and travel
Use judgment to prioritize requests and protect focus time
Prevent scheduling conflicts and ensure adequate preparation time
Send confirmations, Zoom links, reminders, and follow-ups
Communicate boundaries professionally on behalf of the executive when needed
Research and book flights, hotels, conferences, ground transportation, and dining reservations
Compare options and make recommendations based on timing, cost, and convenience
Coordinate conference logistics and related arrangements
Prepare, send, and track shipments via FedEx, UPS, USPS, and DHL
Handle time-sensitive and confidential materials
Coordinate scanning, mailing, and receipt confirmation
Serve as a first point of contact for law firms and professional clients
Conduct intake calls and gather required information
Schedule consultations and follow up as needed
Communicate clearly and professionally by phone and email
Understand the firm’s services well enough to identify client needs
Explain available services clearly and confidently
Support appropriate service expansion or upsell conversations
Coordinate office vendors and supplies
Maintain shared inboxes and ensure timely follow-up
Support documentation, check handling, and administrative tracking
Qualification
Required
Exceptional organizational and time-management skills
Strong phone presence; personable, calm, and professional
Experience managing complex calendars and competing priorities
Comfort researching and booking travel and reservations
Familiarity with FedEx, UPS, USPS, and DHL
Ability to multitask without dropping details
Discretion with confidential information
Clear, professional written communication
Comfort interacting with attorneys, physicians, and executives
Ability to anticipate needs and work independently
Preferred
Executive assistant or professional services office experience
Legal, medical, or consulting environment exposure
Client intake or front-line administrative roles
Benefits
401(k)
401(k) matching
Flexible schedule
Health insurance
Company
Medical Business Associates, Inc
Medical Business Associates (MBA) is a distinguished healthcare consulting and medical auditing firm renowned for its blend of extensive industry expertise, specialized knowledge, and unwavering commitment to integrity and innovation.
Founded in 1991
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase