Executive Administrator

Heartland Alliance Health • Chicago, IL

19h

About The Position

The Executive Administrator in the Health Care and Social Assistance sector plays a pivotal role in ensuring the smooth and efficient operation of executive-level functions within the organization. This position is responsible for managing complex schedules, coordinating communications, and facilitating the flow of information between senior leadership and internal or external stakeholders. The Executive Administrator acts as a trusted liaison, supporting decision-making processes by preparing reports, organizing meetings, and handling confidential information with discretion. By streamlining administrative processes and anticipating the needs of executives, this role contributes directly to the overall effectiveness and productivity of the leadership team. Ultimately, the Executive Administrator helps to create an organized, responsive, and professional environment that supports the organization's mission to deliver high-quality health care and social services.

Requirements

• Bachelor’s degree in Business Administration, Health Care Management, or a related field.
• At least 3 years of experience in an administrative or executive support role, preferably within the health care or social assistance industry.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and common office management software.
• Strong organizational and time management skills with the ability to prioritize multiple tasks effectively.
• Excellent written and verbal communication skills.

Nice To Haves

• Experience working in a health care or social assistance environment with knowledge of industry-specific regulations.
• Familiarity with electronic health record (EHR) systems or health care management software.
• Certification in administrative support or project management (e.g., CAP, PMP) preferred.
• Demonstrated ability to manage confidential information in compliance with HIPAA regulations.
• Advanced skills in data analysis and report generation.

Responsibilities

• Manage and maintain executives (CMO & CFO) calendars, including scheduling meetings, appointments, and travel arrangements.
• Prepare, review, and distribute correspondence, reports, and presentations for executive leadership.
• Coordinate and facilitate communication between executives, staff, clients, and external partners.
• Organize and support board meetings, including preparing agendas, taking minutes, and following up on action items.
• Handle confidential and sensitive information with the utmost discretion and professionalism.
• Assist in project management by tracking deadlines, deliverables, and coordinating cross-departmental efforts.
• Support the onboarding and training of new administrative staff as needed.
• Ensure compliance with organizational policies and regulatory requirements relevant to health care administration.
• Other duties as assigned.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees