Executive Assistant

AUNT MARTHAS HEALTH AND WELLNESS INC•Chicago, IL

3d•$65,000 - $75,000•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the President/CEO and executive leadership. Reporting directly to the CEO, this role serves in a one-on-one working relationship and acts as a liaison to the Board of Directors and senior leadership teams. This position also coordinates executive outreach, external relations efforts, and oversees special projects. The ideal candidate will exercise strong judgment in a variety of situations and demonstrate excellent communication, administrative, and organizational skills while managing multiple priorities in a fast-paced environment.

Requirements

Bachelor’s degree required
2–3 years of administrative or front office experience in a fast-paced environment
Intermediate to advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Ability to read, analyze, and interpret professional and technical documents
Strong written communication skills including reports, correspondence, and documentation
Ability to present information clearly and respond to questions from various audiences
Ability to apply basic mathematical concepts including percentages, ratios, and statistical interpretation
Strong problem-solving skills with the ability to analyze data and draw conclusions
Ability to interpret complex instructions and manage abstract variables
Valid driver’s license
Current auto insurance
Regular use of hands, speaking, and hearing
Frequent standing, walking, and sitting
Occasional bending, kneeling, or crouching
Ability to lift up to 20 pounds occasionally
Requires distance vision

Nice To Haves

Executive-level support experience strongly preferred
Master’s degree preferred
Non-profit experience a plus
Experience creating presentations, using mail merge, and working with Excel formulas and charts
Familiarity with virtual meeting platforms (Zoom, Teams, Webex, GoToMeeting)
Writing sample may be required
Performance Improvement (PDSA methodology)
Strong job knowledge and technical skill application
High attention to quality and accuracy
Adherence to safety and infection control policies

Responsibilities

Provide high-level administrative support, including expense reports, check requests, vendor contracts, research, and report preparation
Manage executive calendars and coordinate meetings with internal and external stakeholders
Monitor and direct incoming communications (calls, emails, texts) appropriately and efficiently
Maintain responsiveness outside of normal business hours as needed
Draft, review, and manage confidential correspondence and documentation
Research, compile, analyze, and summarize data for reports and executive communications
Prepare presentations, reports, meeting materials, and audit documentation
Manage multiple projects simultaneously and follow through on deliverables
Coordinate travel arrangements, including transportation, accommodations, and itineraries
Process invoices, vouchers, timesheets, and expense reports
Coordinate on-site and off-site meetings, including agendas, materials, and minutes
Lead and support special projects, ensuring timelines and priorities are met
Maintain confidentiality of executive, patient, and organizational information
Serve as liaison to the Board of Directors, including: Preparing and distributing board and committee materials Recording meeting minutes Ensuring compliance with board-related requirements Managing board documentation and signatures
Complete all required Core Curriculum trainings
Perform all other duties as assigned