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Executive Administrative Assistant in Winfield, IL at Harbor Light Hospice

Date Posted: 7/6/2018

Job Snapshot

Job Description

Well established healthcare organization is seeking a motivated, Full-Time, Executive Administrative Assistant to the CEO and COO. Key responsibilities include: manage an extremely active calendar of appointments; prepare presentations and materials in advance of executive meetings; compose and prepare correspondence that is of a sensitive and confidential nature; communicate directly, on behalf of the CEO & COO to external and internal customers; research, prioritize and follow up on CEO & COO initiatives.

Job Requirements

Essential Functions: 

  • Provide Executive level support to coordinate CEO’s and COO’s special projects, calendar, meetings, schedule, expense reports, and travel arrangements. 

  • Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants. 

  • Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines. 

  • Ensure CEO and COO are prepared for upcoming appointments by gathering materials necessary for each meeting. 

  • Coordinate collection and assembly of information for Executive Team presentation, projects and strategic planning, coordinating with appropriate individuals to ensure time sensitive completion of Executive initiatives. 

  • Serve as the first point of contact of a wide variety of high-level relationships between CEO, COO and internal and external contacts.

  • Handle phone, email and postal mail inquiries and respond appropriately. 

  • Draft and edit correspondences, articles, reports and presentations; transcribe meeting notes.

  • Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines.

  • Work as a member of the Executive Team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.

  • Manage projects and conduct research at the request of Executive Team Members. Develop and maintain project files and contact information. 


  • College degree preferred, high school diploma required. 

  • Display advance proficiency in use of Microsoft Office.  

  • Excellent computer skills including all company licensed software applications. 

  • Three to five years of previous Executive level support. 

  • Must be extremely detail oriented and have the ability to maintain confidentiality.

  • Exhibit sound judgement and the ability to make reasonable decisions in the absence of direction.