Executive Administrative Assistant

The Executive Administrative Assistant will provide high-level administrative support to the COO and other senior staff. This individual will be proactive and anticipatory in approach, possess excellent judgment in a variety of situations, demonstrate superior written and verbal communication skills, have a high attention to detail, exemplify an energetic, poised, and positive demeanor, and demonstrate the ability to balance multiple priorities. The Executive Administrative Assistant will cover special projects that arise within the complex.

Responsibilities

• Provides high-level administrative support and assistance to the COO and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, database upkeep, data entry, software for various hospital reporting and other documents for senior staff.
• Facilitate various internal meetings by scheduling, creating meeting agendas, note taking, providing timely meeting minutes, and appropriately following up on deliverables.
• Coordinate budget activity through tracking, reconciling, and processing monthly budget and variance reports.
• Provide support to the Governing Board meetings along with other regularly scheduled Board meetings.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Maintain high-level understanding of interdepartmental process as to assist in facilitating appropriate communication.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Coordinates annual evaluations, scheduling meetings, tracking completion, and form management.
• Orders all items purchased for the Executive Offices in a timely manner utilizing purchasing dept.
• Maintain utmost confidentiality in all work completed.
• Performs additional duties as assigned.

Requirements

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite (Word, Excel, Outlook, etc.) or similar software with the ability to learn new or updated software.
• Intermediate/Advanced computer knowledge: Ability to troubleshoot minor problems within a Windows OS, uses/creates spreadsheets, database, word processing and internet applications proficiently. Learns new applications without difficulty and is able to aid others within immediate work area with computer questions.

Education

• Bachelor’s degree required, Business Administration or related field preferred.
• 2-3 years of experience in administrative support at the executive level or similar equivalent experience.

HMC featured benefits:

• Competitive wages
• Excellent benefits
• Employee appreciation and recognition programs, events, and awards
• Education and certification assistance
• On-site childcare
• Wellness Center membership
• 401(k) plan with employer match

Job Type: Full-time

Pay: From $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Hopedale, IL 61747: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)
• Administrative support: 1 year (Required)

Work Location: One location

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