Executive Assistant, Network Strategy

UNITE HERE HEALTH•Oak Brook, IL

4d•$77,600 - $97,000•Hybrid

About The Position

UNITE HERE HEALTH serves more than 200,000 workers and their families in the hospitality and gaming industry nationwide. The Executive Assistant provides administrative, operational, project, and relationship support to senior executive leadership. The role requires confidentiality, discretion, anticipation of needs, management of competing priorities, effective communication across all levels, and professional representation of the executive and the Fund. This highly visible position serves as a trusted partner to the executive and a key liaison to Trustees, vendors, organizational leaders, employees, and external stakeholders. It supports executive effectiveness through calendar and meeting management, document preparation, travel and expense coordination, follow-up tracking, research, project coordination, vendor administration, and process improvement. Occasional travel and attendance at meetings or events outside regular business hours may be required, along with flexibility to respond to time-sensitive matters. The schedule is Monday through Friday and may vary to meet business needs. A hybrid work-from-home arrangement may be available. The salary range is $77,600–$97,000; actual base salary may vary based on relevant experience, qualifications, education, performance, and other factors.

Requirements

At least 7 years of progressively responsible experience providing complex administrative support, including at least 5 years supporting C-suite or senior executive leaders.
Demonstrated experience managing complex calendars, coordinating meetings and events, arranging travel, and anticipating executive and organizational needs.
Experience preparing polished correspondence, reports, presentations, spreadsheets, meeting materials, agendas, minutes, and work plans.
Experience coordinating large or high-level meetings involving executives, Trustees, vendors, or other internal and external stakeholders.
Strong knowledge of contemporary office administration, records management, document control, and workflow coordination practices.
Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, or comparable collaboration and productivity platforms.
Experience using Excel to organize and analyze information and create accurate spreadsheets, reports, trackers, and basic data summaries.
Strong command of English grammar, spelling, punctuation, sentence structure, proofreading, and business writing conventions.
Experience handling sensitive and confidential information with discretion and sound judgment.
Familiarity with virtual and hybrid meeting technology, electronic document management, expense reporting, and travel-booking systems.
Experience tracking projects, commitments, deadlines, decisions, and follow-up actions across multiple stakeholders.
Knowledge of professional communication and service practices for interacting with executives, Trustees, vendors, employees, and external partners.
Exceptional organizational, time-management, and prioritization skills.
Strong executive presence and ability to build trusted relationships with Trustees, executives, vendors, employees, and external stakeholders.
Excellent written and verbal communication skills, including tactful communication in sensitive situations.
Ability to anticipate needs, identify issues, and take appropriate action with limited direction.
Ability to manage multiple complex priorities and deadlines in a fast-paced environment.
Strong attention to detail and commitment to accuracy and follow-through.
Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Proficiency with Concur expense system and ADP Workforce Now.
Ability to prepare polished executive-level communications, presentations, and meeting materials.
Strong problem-solving skills and ability to adapt as priorities change.
Ability to work collaboratively across functions while maintaining appropriate boundaries and confidentiality.

Nice To Haves

Bachelor’s degree in an office career, business administration, communications, organizational leadership, or a related field preferred.

Responsibilities

Provide administrative and project support, including managing phone and email correspondence, preparing documents and spreadsheets, scheduling meetings, coordinating travel, and reporting expenses.
Manage the executive’s complex calendar, including meetings, travel, events, deadlines, and competing priorities; anticipate conflicts and recommend solutions.
Track commitments, decisions, deliverables, and follow-up items to prepare the executive and support timely completion.
Plan and coordinate executive and leadership meetings, special events, and organizational activities, partnering with other Executive and Administrative Assistants as needed.
Prepare, review, and organize correspondence, meeting minutes, presentations, reports, agendas, briefing materials, and other documents.
Serve as an administrative liaison with Trustees, vendors, consultants, professional advisers, and external partners.
Track Trustee questions, requests, decisions, and follow-up items, coordinating responses with internal leaders.
Support a positive Trustee experience through timely communication, organization, and attentive relationship management.
Support vendor onboarding, contract administration, invoice processing, and related documentation in partnership with appropriate departments.
Conduct research, compile information, and prepare summaries to support executive decision-making.
Manage special projects and assignments requiring coordination, discretion, and independent judgment.
Identify opportunities to improve administrative processes, information flow, and executive effectiveness.
Use sound judgment when handling sensitive governance, organizational, and personnel matters, and protect confidential information.
Represent the executive and the Fund professionally in external interactions.