Executive Assistant

• Serve as the primary strategic support partner to the Senior General Counsel
• Provide proactive, executive-level support including complex calendar management and travel coordination
• Draft and manage executive correspondence, prepare briefing materials, and track action items
• Process and reconcile expenses
• Maintain department templates, forms, and document repositories
• Coordinate outside counsel billing and vendor administration
• Engage with technology and AI tools to improve productivity

• Provide high-level executive support to two vertical leaders, managing complex calendars, coordinating cross functional priorities, and ensuring seamless operational flow across both business units.
• Manage and process expense reports accurately and efficiently using SAP Concur, ensuring compliance with company policies and timelines.
• Serve as the primary point of contact for expense-related inquiries, providing clear guidance and support to employees.
• Coordinate meetings both in-office and externally, ensuring smooth logistics and follow-up.
• Communicate effectively across teams and with vendors to resolve discrepancies and ensure smooth financial operations.
• Handle ad-hoc administrative requests with flexibility and a proactive approach, supporting various departments as needed.
• Maintain organized records of expense submissions and approvals for audit and reporting purposes.
• Demonstrate strong attention to detail and problem-solving skills to identify and correct errors in expense reporting.
• Prepare documents and presentations using Word, Excel, and PowerPoint.
• Apply AI knowledge to streamline workflows and enhance productivity.

• Serves as the Special Assistant for LTC.
• Monitors and evaluates agency LTC program operations to facilitate the development of new and revised policies and procedures relative to the attainment of agency goals and objectives.
• Confers with agency administrators to resolve sensitive issues and to improve administrative links between the Division Administrator and agency staff.
• Establishes and implements policies, standards, and procedural guidelines for LTC program operations.
• Develops, establishes, and revises departmental policies, rules, and regulations concerning the LTC program.
• Confers with other administrative personnel regarding problems within the operation of the agency’s LTC program.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Senior Public Service Administrator – Special Assistant for Long Term Care

• Provide skilled and efficient support to select RSM leaders in calendar and schedule management
• Execute travel arrangements and expense reimbursement
• Coordinate logistics for internal and external meetings
• Proofreading communications, compiling reports and other special projects
• Maintain daily, weekly, and monthly to-do lists
• Handle confidential correspondence and take ownership of projects or events assigned
• Prepare and proofread information for professional appearance
• Independently compile data and prepare appropriate reports

Senior Executive Assistant – Temporary

• Provide skilled and efficient support to select RSM leaders
• Manage strategic calendar and schedule management
• Execute travel arrangements/expense reimbursement
• Coordinate logistics for internal and external meetings
• Proofread communications, compiling reports and other special projects as needed

Senior Executive Assistant

• Serves as Administrative Secretary to the Deputy Director of Human Resources for the Illinois Department of Healthcare and Family Services (HFS).
• Composes replies to routine correspondence and requests for information.
• Receives visitors, answers telephone, and responds to simple inquiries that relate to human resources, including but not limited to, EEO and Affirmative Action programs, personnel, labor relations, and training.
• Reviews all personnel transaction requests for complete and correct information and policy application.
• Establishes and updates the section’s records, correspondence, and report filing system.

Administrative Secretary – Executive Secretary I

• Assists the Executive Team with daily administrative duties and completes a broad variety of administrative tasks.
• Manages an active calendar of appointments.
• Completes expense reports.
• Arranges complex and detailed travel plans, itineraries and agendas.
• Compiles documents for meetings.
• Prepares detailed itineraries for the Executive Team, including important numbers, locations and contact names.
• Prepares monthly projected schedules for the Executive Team.
• Makes reservations and travel coordination for the Executive Team’s air travel, ground transportation, and lodging.
• Manages the complete expense reporting lifecycle for the Executive Team.
• Offers on-demand assistance with invoice processing tasks.
• Ensures that the Executive Team is provided with briefing materials for each event.
• Communicates with internal and external parties on the Executive Team’s behalf.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Team.
• Prioritizes conflicting matters and handles them expeditiously.
• Maintains the confidentiality of sensitive company information.
• Works closely with the Executive Team members to keep them well informed of upcoming commitments.

• Manage executives complex daily calendar management including meetings, appointments, conferences and outside engagements
• Organize group and departmental meetings, including scheduling, sending reminders and coordinating needed support (e.g. AV, catering, location)
• Coordinates travel arrangements for domestic and international travel and prepares travel itineraries
• Monitors e-mails, screens telephone calls and visitors and provides general assistance
• Prepares internal and external correspondences, reports and PowerPoint presentations
• Maintains confidentiality of correspondence records, presentations and reports in a filing system
• Communicates and acts as a liaison between the external or internal executives, managers and clients in coordinating meetings, responding to inquiries and/or special requests
• Handles finance and expense management for the senior management/ executive such as invoices, expense processing, etc
• May transcribe notes for senior management/executives
• May have direct interaction with committees and/or Senior Management/Executives
• Prioritizes and handles multiple projects with accuracy
• Delivers a work product that requires less revision
• Able to facilitate discussions and reach decisions

• Own and actively manage the CEO’s calendar, exercising independent judgment to prioritize competing demands.
• Coordinate complex scheduling across multiple time zones, internal leaders, and external stakeholders.
• Proactively resolve conflicts and keep the CEO ahead of daily and weekly commitments.
• Plan and book domestic and occasional international travel for the CEO and members of the executive team.
• Build detailed itineraries and manage last-minute changes.
• Coordinate logistics for board meetings and executive team meetings.
• Prepare, submit, and reconcile expense reports for the CEO.

• Manage and optimize complex executive calendars across time zones.
• Anticipate conflicts and proactively resolve scheduling issues.
• Protect executive focus by enforcing priorities and boundaries.
• Manage executive inboxes with discretion and sound judgment.
• Draft, respond to, and triage correspondence on behalf of executives.
• Ensure urgent matters are surfaced promptly and appropriately.
• Coordinate domestic and international travel end-to-end.
• Prepare detailed itineraries and anticipate changes or disruptions.
• Prepare meeting materials, agendas, presentations, and reports.
• Track action items, deadlines, and follow-through across initiatives.
• Create, document, and refine workflows to improve efficiency.
• Identify tools and processes that reduce friction and increase clarity.
• Conduct research on competitors, tools, vendors, and market trends.
• Provide concise summaries to support executive decision-making.
• Handle sensitive and confidential information with absolute integrity.

Chief Executive Assistant

• Oversee day-to-day office operations.
• Help develop consistent templates for office use and format presentations for the Managing Attorney.
• Order and maintain office supplies and equipment.
• Serve as a central point of contact for administrative needs.
• Maintain a high-functioning workspace through smart organization, supply management, and essential errand coordination.
• Bring team members together by planning inclusive internal celebrations and cultural milestones.
• Handle daily office logistics and ad-hoc tasks with a proactive, "no task too small" mindset.

• Oversees and manages all aspects of the day-to-day operations of the Office of the Dean of Academics, ensuring efficiency and effectiveness in all processes, including:
• Serves as the initial point of contact for the Office of the Dean of Academics to both internal and external constituencies
• Acts as the primary liaison between the office, Center Directors, and HR for hiring and onboarding new and visiting faculty, managing secondary contracts and stipends, and supporting the completion of the faculty annual evaluation process.
• Manages budgets for the dean's office, serving as a proxy on all budgets within the Academic Unit; reviews all budgets monthly for the Dean of Academics; and coordinates budget requests that require a purchase requisition when appropriate
• Manages temporary staff who support the office, including student employees and adult hourly employees
• Tracks due dates and deadlines for dean’s office action items; creating/maintaining faculty due dates calendar
• Ensures internal office policies and procedures are current, monitors and maintains the Dean of Academics' internal website so that it is current
• Tracks all hiring paperwork and processes for the academic unit
• Responsible for maintaining accurate faculty lists, files, internal data, and Banner information
• Provides executive support to Dean of Academics, including:
• Manages Dean of Academics’ calendars and travel arrangements
• Prepares correspondence and campus-wide announcements from the dean, reviews the dean’s correspondence, and makes edits and recommendations
• Prepares slide decks and presentations on behalf of the Dean of Academics, for internal and external audiences
• Attends meetings and takes minutes; ensures that deans have necessary documents for meetings
• Coordinates regularly with the EAs for the College President and Chief Executive, and may support the Office of the College President when their EA is unavailable or on leave, as appropriate
• May mentor or support the development of Executive Assistants within the institution, as appropriate
• Provides strategic support to Dean of Academics including:
• Serves as strategic thought partner for Dean of Academics, proactively identifying challenges and developing solutions to enhance the effectiveness of the Academic Unit
• Develops and implements processes and procedures for the Academic Unit on behalf of the Dean of Academics, improving Academic Unit effectiveness and efficiency
• Manages the visiting faculty hiring process, including collection of department applications, analysis of course requests across the academic unit, makes recommendation to the Dean of Academics, makes offer to candidates, and coordinates onboarding process with relevant offices
• Supports the Dean of Academics in collaboration with Center Directors in analyzing course needs for the Academic Unit, such as supporting course cancellation process, FTE proposals, and special projects
• Serves as central point of communication between Dean of Academics and members of the Academic Unit
• Prepares agendas for meetings; tracks action items developed in meetings and ensures their timely completion
• Manages and executes special projects, ongoing projects, and events, including:
• Plans, coordinates, and implements special events hosted by the Dean of Academics' office
• Collaborates with the President’s office on the planning and execution of Fall Convocation and Commencement ceremonies and rehearsals.
• Coordinates special projects (Annenberg scholars, visiting consultants, program reviewers, etc.)
• Manages the College’s annual academic calendar approval review/process
• Manages logistics and development of the faculty/academic staff workshops, including any related meeting space reservations, catering, and supporting materials, developing agendas, coordinating with invited presenters
• Oversees the setup and collection of all syllabi each term through the online syllabi software program
• Creates and manages the administration of the online course evaluation software each term
• Oversees and executes annual College Awards Ceremony, which requires up to 20 hours/week during Spring semester and beginning of Summer: Coordinates collection of all student and faculty awards
• Manages all awards budgets and collaborates with Advancement staff on any funds and awards that require stewardship
• Executes all aspects of awards ceremony, including scheduling, invitation to awardees and awards donors, developing the ceremony script, ordering awards, etc.

Executive Assistant – Academic Dean

• Assesses, diagnoses, and determines/alters treatment and management plans appropriate for age, acuity and clinical condition
• This includes ordering, performing, and interpreting appropriate diagnostic studies and prescription of pharmacologic and non-pharmacologic interventions and therapies
• Manages conditions based on clinical indication, evidence-based care, cost effectiveness, and assessment of risks/benefits and alternatives
• Provides health promotion, disease prevention and disease management counseling and education of patients and families
• Manages patients as part of an interdisciplinary team and within scope of practice
• Escalates need for more emergent or specialized care when necessary
• Maintains accurate, complete, concise, and timely documentation in the electronic medical record
• Substantiates and submits professional services consistent with compliant coding and billing practices

Nurse Practitioner – Virtual Weight Management

• Perform preventative care screenings, complete medication reconciliation, diagnose medical conditions and provide health coaching, referrals and treatment when clinically appropriate.
• Outreach members who are more chronically ill based on historical and suspected health information.
• Engage members who have a lower probability of seeing their PCP.
• Identify areas in the member's medical journey that can be improved by increasing their access to care with a licensed provider.
• Cross-train into urgent care and/or virtual primary care service line
• Interact with members virtually, including virtual assessment, diagnosis and treatment.
• Compliance with all applicable laws and regulations
• Other duties as assigned

Nurse Practitioner – Virtual Health Assessment Team

• Coordinate team schedules, meetings, and administrative activities to support efficient daily operations and ensure alignment across departments.
• Manage calendars, meeting logistics, and communication between team members and leadership, facilitating timely collaboration and follow-through on priorities.
• Serve as a primary point of contact for internal and external inquiries, providing timely assistance, directing requests appropriately, and ensuring effective communication across stakeholders.
• Perform physical tasks including standing, walking, lifting, and moving materials up to 20 pounds as needed.

• Arrange all scheduling, including but not limited to, candidate meetings and interviews, client meetings and interviews, business development meetings, assignment related meetings, internal meetings, video conferencing, etc.
• Manage complex calendars and prioritize meetings/calls as needed.
• Arrange and coordinate complex and detailed travel plans, itineraries, and agendas for both consultants and candidates. Compile documents for travel-related meetings.
• Process expense reimbursements for consultants and candidates.
• Compose, prepare, and edit confidential correspondence.
• Perform additional administrative support activities, including but not limited to, fielding telephone calls, receiving and directing visitors, event planning, and other ad-hoc projects as requested.
• Ensure that our global database is up-to-date and accurate; including but not limited to, all client/internal documents, client/candidate information, notes, emails, and appointments.
• Hold additional office/reception responsibilities as needed to ensure the office is operating smoothly. Provides ad-hoc support to other Executive Assistants when requested to assist with work overflow as capacity allows, and as determined by Regional Administration Manager.
• Serve as client and candidate liaison assisting consultant in maintenance of daily search activities. Acts as the single point of contact for all key logistics matters.
• Communicate directly, and on behalf of the consultant, on client, candidate, and internal mandates. Provides a bridge for smooth communication between the consultant and external/internal team members.
• Take a proactive approach to assist with various client needs during a consultant’s absence.
• Work closely and effectively with consultant and research stakeholders to ensure deadlines are met and client and candidate needs are served.
• Produce high quality client and candidate deliverables, ensuring completion within designated timeframes. Successfully complete critical aspects of deliverables with a hands-on approach.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on time-sensitive projects to successful completion.
• Assist accounting department with billing, client invoicing, and receivables.
• Build positive relationships and interface regularly with high-level executive candidates (Fortune 500 client executives & candidates) involved in highly confidential projects.
• In partnership with the Consultant, create and own the process to drive the Consultant’s business development strategy.
• Collaborate with consultant, research and others on the team in the production of high quality marketing presentations and materials and holds responsibility for the finalization of materials for pitches and events.

• Provide comprehensive administrative and organizational support to leadership within Tech Ops
• Manage complex calendars, coordinating meetings and events
• Handle domestic and international travel arrangements
• Ensure meeting readiness, manage individual expense reporting
• Support special projects as needed
• Serve as a liaison with internal and external stakeholders globally

Executive Assistant jobs in Illinois

See all jobs on JobTailor

Executive Assistant

Executive Assistant

Senior Public Service Administrator – Special Assistant for Long Term Care

Senior Executive Assistant – Temporary

Senior Executive Assistant

Administrative Secretary – Executive Secretary I

Executive Assistant

Executive Assistant

Executive Assistant

Chief Executive Assistant

Executive Assistant

Executive Assistant – Academic Dean

Nurse Practitioner – Virtual Weight Management

Nurse Practitioner – Virtual Health Assessment Team

Executive Assistant

Executive Assistant

Executive Assistant