Trilogy
Overview
The Executive Operations Coordinator (EOC) will support members of the C-suite team by helping to create systems and processes that focus on effective and informed decision making. The EOC will assist the C-Suite team by making productive use of time, meetings, and committees by sharing information, feedback, gathering and organizing materials. The ideal candidate will excel in calendar management, expense reporting, team communication, data analysis and entry, preparing meeting materials, and ensuring seamless day-to-day operations and office management. Location: Skokie, IL. Schedule: Monday - Friday; 8:00 am - 4:30 pm. Salary: $70,000 - 80,500 /Yr.
Responsibilities
Maintain an on-site presence at 5250 Old Orchard, Skokie, IL for five days per week to ensure consistent administrative support, office management and accessibility to operational departments across the organization
Provide direct people support to program assistants and office coordinators across clinical and administrative teams
Develop and facilitate training for administrative tasks on day-to-day duties and new projects as needed
Prepare executives for meetings by setting agendas and ensuring follow-up actions are taken, ensuring effective executive-level meetings
Facilitate regular departmental and cross departmental meetings for administrative staff to ensure consistency and efficiency
Provide wide-ranging insight based on organizational goals, needs and priorities to help arrive at solutions to major challenges
Support with gathering agenda items, taking notes, and follow up in meetings and workgroups across the agency and in external meetings
Support with agency wide event planning across the agency as needed
Ensure coverage of critical tasks across all Admin Coordinators
Identify opportunities for consolidation, cross training, and shared responsibilities to ensure all programs have consistent high-level coverage for administrative tasks
Provide support to the executive team with scheduling, collecting materials, tracking attendance, maintenance of contact lists, budget creation, data tracking etc.
Order supplies and submit maintenance requests to ensure effective operations of the site
Provide on-site support to employees and coverage to reception/open access as needed
Ensure client documentation is received and scanned into appropriate systems
Connect, lead, and advise cross functional work streams; drive focus on organizational objectives; communicate regularly across the organization; assist in tracking activities in the strategic plan
For onsite meetings, ensure all requirements for rooms, meals, materials and attendees are met
Actively participate in daily group chats with business partners and teams to support in navigating questions, escalating urgent issues
Finalize presentations including proofreading, design and compliance with PG standards
Assist with recognition announcements and updates in SharePoint
Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential organizational issues
Complete state required trainings for external meeting support (CESSA, etc)
Perform other related duties and/or projects and participate in committees/workgroups as assigned
Qualifications
Minimum of 3 years demonstrated work experience in administrative and clerical support at the senior executive level as well as office management experience
Minimum of 1 year of supervisory experience in an administrative setting; Demonstrated ability to train others in the administrative processes
Mastery of all Microsoft applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools
Excellent customer service and organization skills
Demonstrates agility and responsiveness within a dynamic, multi-site, and rapidly growing agency
Benefits
FREE Virtual Primary Care, Urgent Care, and Mental Health Counseling for ALL Employees
PAID Maternity/Paternity leave
Medical Insurance (BCBS of IL)
Dental Insurance
Vision Insurance
Life Insurance
Long-Term & Short-Term Disability
Pet Insurance
FSA (Health, Dependent Care, Transit)
Telemedicine
EAP
403(b) Retirement Plan with Employer Match
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Management
Industries
Mental Health Care
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Responsibilities
Maintain an on-site presence at 5250 Old Orchard, Skokie, IL for five days per week to ensure consistent administrative support, office management and accessibility to operational departments across the organization
Provide direct people support to program assistants and office coordinators across clinical and administrative teams
Develop and facilitate training for administrative tasks on day-to-day duties and new projects as needed
Prepare executives for meetings by setting agendas and ensuring follow-up actions are taken, ensuring effective executive-level meetings
Facilitate regular departmental and cross departmental meetings for administrative staff to ensure consistency and efficiency
Provide wide-ranging insight based on organizational goals, needs and priorities to help arrive at solutions to major challenges
Support with gathering agenda items, taking notes, and follow up in meetings and workgroups across the agency and in external meetings
Support with agency wide event planning across the agency as needed
Ensure coverage of critical tasks across all Admin Coordinators
Identify opportunities for consolidation, cross training, and shared responsibilities to ensure all programs have consistent high-level coverage for administrative tasks
Provide support to the executive team with scheduling, collecting materials, tracking attendance, maintenance of contact lists, budget creation, data tracking etc.
Order supplies and submit maintenance requests to ensure effective operations of the site
Provide on-site support to employees and coverage to reception/open access as needed
Ensure client documentation is received and scanned into appropriate systems
Connect, lead, and advise cross functional work streams; drive focus on organizational objectives; communicate regularly across the organization; assist in tracking activities in the strategic plan
For onsite meetings, ensure all requirements for rooms, meals, materials and attendees are met
Actively participate in daily group chats with business partners and teams to support in navigating questions, escalating urgent issues
Finalize presentations including proofreading, design and compliance with PG standards
Assist with recognition announcements and updates in SharePoint
Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential organizational issues
Complete state required trainings for external meeting support (CESSA, etc)
Perform other related duties and/or projects and participate in committees/workgroups as assigned
Qualifications
Minimum of 3 years demonstrated work experience in administrative and clerical support at the senior executive level as well as office management experience
Minimum of 1 year of supervisory experience in an administrative setting; Demonstrated ability to train others in the administrative processes
Mastery of all Microsoft applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools
Excellent customer service and organization skills
Demonstrates agility and responsiveness within a dynamic, multi-site, and rapidly growing agency
Benefits
FREE Virtual Primary Care, Urgent Care, and Mental Health Counseling for ALL Employees
PAID Maternity/Paternity leave
Medical Insurance (BCBS of IL)
Dental Insurance
Vision Insurance
Life Insurance
Long-Term & Short-Term Disability
Pet Insurance
FSA (Health, Dependent Care, Transit)
Telemedicine
EAP
403(b) Retirement Plan with Employer Match
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Management
Industries
Mental Health Care
#J-18808-Ljbffr