Executive Assistant Job at Solve IT Strategies, Inc. in Chicago

Responsibilities

• Perform a variety of clerical, secretarial and operational duties to support the efficient day-to-day management and coordination of office procedures under the direction of the CMO and CNE.
• Compose and type in an accurate and timely fashion, correspondence, memos, and minutes from oral dictation, record transcription, shorthand, or rough drafts which may be confidential.
• Manage telephone operations; answer, screen, and direct telephone calls.
• Receive, screen, distribute or file all incoming correspondence and other mail.
• Maintain a sufficient inventory of all office supplies and printed forms.
• Provide calendar management support for the CMO and CNE; schedule meetings and meeting rooms; arrange for catering; confirm attendance; and support the CMO and CNE in preparation and distribution of materials as necessary.
• Arrange travel (transportation and/or hotel) under the direction of the CMO and CNE.
• Monitor budget and general ledger detail for accuracy; identify variances and report them to the CMO and CNE; has a complete understanding of the division and company financial policies; create purchase orders; and process invoices for payment against purchase orders or general expense reimbursement.
• Maintain procedure manuals; ensures appropriate communication to staff of changes in procedures.
• Utilize advanced Microsoft Office applications to design and lay-out executive presentations and reports.
• Assist the CMO and CNE in maintaining department personnel files and mandatory certification/licensure lists and track staff continuing education requests.
• Communicate (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serve as a liaison on behalf of CMO and CNE to foster strong working relationships.
• Process request for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as necessary.

Qualifications

• Bachelor’s degree or equivalent relevant work experience.
• Minimum of seven to ten years secretarial/assistant experience, at least three of which have been in support of senior level positions.
• Excellent Microsoft Office skills.
• Excellent interpersonal and organizational skills.
• Ability to work in a fast-paced, confidential office.
• Must be able to follow directions independently.
• Experience in managing multiple priorities, administrative coordination, and logistics.
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
• Strong written and verbal communication skills.

Position information

• Position: Executive Assistant
• Term: 3+ month contract with possible extension
• Schedule: Onsite, Monday-Friday 8am-5pm CST
• Location: Chicago, IL 60611
• Pay: $40-42/hr