Executive Assistant

Executive Assistant to the CEO

Department: Administration

Location: Chicago, IL 60661

Work Type: Onsite (with travel to multiple locations)

Salary Range: $65,000 - $75,000 annually

About Aunt Martha's Health & Wellness

Aunt Martha's Health & Wellness has become a critical resource for youth and families throughout Illinois, empowering patients and clients to face challenges head-on and find sustainable, tailored solutions that support a better quality of life.

Summary

The Executive Assistant provides high-level administrative support to the President/CEO and executive leadership. Reporting directly to the CEO, this role serves in a one-on-one working relationship and acts as a liaison to the Board of Directors and senior leadership teams. This position also coordinates executive outreach, external relations efforts, and oversees special projects.

The ideal candidate will exercise strong judgment in a variety of situations and demonstrate excellent communication, administrative, and organizational skills while managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

• Provide high-level administrative support, including expense reports, check requests, vendor contracts, research, and report preparation

• Manage executive calendars and coordinate meetings with internal and external stakeholders

• Monitor and direct incoming communications (calls, emails, texts) appropriately and efficiently

• Maintain responsiveness outside of normal business hours as needed

• Draft, review, and manage confidential correspondence and documentation

• Research, compile, analyze, and summarize data for reports and executive communications

• Prepare presentations, reports, meeting materials, and audit documentation

• Manage multiple projects simultaneously and follow through on deliverables

• Coordinate travel arrangements, including transportation, accommodations, and itineraries

• Process invoices, vouchers, timesheets, and expense reports

• Coordinate on-site and off-site meetings, including agendas, materials, and minutes

• Lead and support special projects, ensuring timelines and priorities are met

• Maintain confidentiality of executive, patient, and organizational information

• Serve as liaison to the Board of Directors, including:

• Preparing and distributing board and committee materials

• Recording meeting minutes

• Ensuring compliance with board-related requirements

• Managing board documentation and signatures

• Complete all required Core Curriculum trainings

• Perform all other duties as assigned

Qualifications

Education and Experience

• Bachelor's degree required
• 2-3 years of administrative or front office experience in a fast-paced environment
• Executive-level support experience strongly preferred
• Master's degree preferred
• Non-profit experience a plus

Computer Skills

• Intermediate to advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience creating presentations, using mail merge, and working with Excel formulas and charts
• Familiarity with virtual meeting platforms (Zoom, Teams, Webex, GoToMeeting)

Language Skills

• Ability to read, analyze, and interpret professional and technical documents
• Strong written communication skills including reports, correspondence, and documentation
• Ability to present information clearly and respond to questions from various audiences
• Writing sample may be required

Mathematical Skills

• Ability to apply basic mathematical concepts including percentages, ratios, and statistical interpretation

Reasoning Ability

• Strong problem-solving skills with the ability to analyze data and draw conclusions
• Ability to interpret complex instructions and manage abstract variables

Other Qualifications

• Valid driver's license
• Current auto insurance

Additional Competencies

• Performance Improvement (PDSA methodology)
• Strong job knowledge and technical skill application
• High attention to quality and accuracy
• Adherence to safety and infection control policies

Physical Demands

• Regular use of hands, speaking, and hearing
• Frequent standing, walking, and sitting
• Occasional bending, kneeling, or crouching
• Ability to lift up to 20 pounds occasionally
• Requires distance vision

Benefits

• Health, Dental, and Vision Insurance
• Disability and Life Insurance
• Paid Vacation, Sick Time, and Holidays
• Retirement Plan
• Employee Assistance Program (EAP)
• Employee discounts (cell phone, restaurants, and more