Center for Better Aging · 1 day ago
Executive Assistant
Chicago, IL
Full-time
Hybrid
Mid Level
$65K/yr - $85K/yr
3+ years expThe Center for Better Aging (CBA) is dedicated to improving the quality of life for older adults and strengthening communities through compassionate aging services. The Executive Assistant provides high-level administrative support to executive leadership, ensuring efficient daily operations and compliance with documentation standards while maintaining confidentiality of sensitive information.
Health CareHospitalMedical
Responsibilities
Manage complex calendars, schedule meetings, and coordinate executive appointments, including prioritization, sequencing, and identification of potential conflicts or risks
Prepare agendas, take minutes, and track follow-up action items for leadership meetings, ensuring timely and consistent completion
Draft, edit, and prepare correspondence, presentations, reports, and policies, often within compressed timelines
Maintain confidential documents, personnel files, healthcare compliance information, and board-related materials
Coordinate travel arrangements, conference registration, and logistics for leadership
Support coordination of executive priorities by tracking deadlines, dependencies, and next steps to ensure commitments are met
Assist leadership in maintaining compliance with healthcare regulatory bodies
Track required healthcare documentation and receipts, reporting deadlines, audit preparation materials, and regulatory submissions
Support implementation of policies, procedures, and quality assurance initiatives
Maintain HIPAA-compliant recordkeeping
Serve as primary point of contact for staff regarding physical office needs, supplies, and shared space coordination, ensuring efficient day-to-day office operations
Manage day-to-day office operations, including ordering and maintaining office supplies, scheduling and managing conference rooms, and addressing office-related issues as they arise
Serve as a professional point of contact for external partners, consultants, and stakeholders, ensuring timely, clear, and well-coordinated communication on behalf of the organization
Coordinate cross-departmental administrative needs
Support onboarding tasks for new staff
Assist with vendor management, contracts, invoicing, and office supply procurement
Coordinate logistics for meetings and events, including space planning, materials, technology, and on-site coordination, ensuring a high standard of organization and attention to detail
Prepare operational and performance dashboards
Maintain spreadsheets, databases, scheduling platforms, and digital filing systems
Assist with grant reporting and documentation
Ensure the accuracy, completeness, and timeliness of all dashboards, reports, and tracking tools
Qualification
Required
High School Diploma or GED Equivalent required
3–5 years administrative experience, preferably in healthcare or nonprofit settings
Experience supporting complex, fast-paced work environments required
Exceptional organizational skills, follow-through, and time management
Ability to work efficiently under pressure while maintaining accuracy
Strong attention to detail and sound professional judgment
High level of intrinsic motivation and accountability
Ability to manage multiple priorities and deadlines simultaneously
Professional, respectful, and service-oriented communication style
Microsoft Office Suite Proficiency
Ability to sit/stand/walk; lift up to 20 lbs; daily office equipment use
Preferred
Associate or Bachelor's degree preferred
Project coordination or project management experience is strongly preferred
Benefits
BCBS medical and dental insurance
Principal vision insurance
Short- and long-term disability insurance, life insurance
Professional development opportunities
Nine paid holidays plus we are closed between Christmas through New Year’s Day
Hybrid office setting
Paid time off
403B Plan and Roth plans available
Excellent technology and IT support
Company
Center for Better Aging
Center for Better Aging is a healthcare facility that transforms health outcomes, nurturing well-being, and reducing inequities for adults.
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
$1M2025-01-23Grant· $1M
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