Executive Assistant

Center for Better Aging•Chicago, IL

1d•$65,000 - $85,000•Hybrid

About The Position

The Executive Assistant provides high-level administrative support to executive leadership within a healthcare and aging services environment. This role ensures efficient daily operations, supports compliance and documentation standards, maintains confidentiality of sensitive health and organizational information, and serves as a key liaison between leadership, staff, community partners, and external stakeholders. This role plays a vital part in supporting CBA’s mission by maintaining organization, communication, and administrative efficiency across the agency.

Requirements

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
Reliability and consistent follow-through
Professionalism and discretion
Stewardship of time, resources, and organizational relationships
Collaborative mindset with strong personal accountability
Ability to sit/stand/walk; lift up to 20 lbs; daily office equipment use.

Nice To Haves

Associate or Bachelor’s degree preferred.
Project coordination or project management experience is strongly preferred.

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.