Executive Assistant - Chicago, IL

at AUNT MARTHAS YOUTH SERV CTR., INC. in Carpentersville, Illinois, United States

Job Description

Department: Administration
Work Type: Fully Onsite
Salary Range: $65,000 – $75,000 annually

This role requires regular travel between multiple Aunt Martha’s locations.

• 2 Days per Week – Olympia Fields Office
  19990 Governors Highway, Olympia Fields, IL

• 1 Day per Week – Tinley Park Office
  8525 W. 183rd St., Suite B, Tinley Park, IL 60467

• 2 Days per Week – Chicago West Loop Office
  Chicago, IL 60661

Candidates must have reliable transportation, a valid driver's license, and current auto insurance. Travel to additional Chicagoland locations, including Chicago Heights and Park Forest, may be required based on business needs. Travel expectations are subject to change.

Aunt Martha’s Health & Wellness is a critical resource for youth, families, and communities throughout Illinois. The organization provides integrated health, wellness, and support services designed to help individuals and families address challenges and improve quality of life.

The Executive Assistant to the CEO provides direct administrative and operational support to the President/CEO and executive leadership team.

This is an excellent opportunity for a recent college graduate or early-career professional looking to gain exposure to executive leadership, healthcare administration, nonprofit operations, and strategic business initiatives.

The ideal candidate is highly organized, professional, detail-oriented, and comfortable working in a fast-paced environment while supporting senior leadership and managing multiple priorities.

• Provide administrative support to the President/CEO and executive leadership team

• Manage calendars, schedule meetings, and coordinate appointments

• Monitor and manage incoming communications, including emails, calls, and follow-up items

• Prepare, edit, and organize correspondence, reports, presentations, and meeting materials

• Assist with expense reports, invoices, check requests, and vendor documentation

• Research, compile, and summarize information for executive review

• Coordinate meetings, agendas, materials, meeting minutes, and action items

• Arrange travel accommodations, transportation, and itineraries

• Support special projects and track deadlines, priorities, and deliverables

• Maintain confidentiality of executive, employee, patient, and organizational information

• Support Board of Directors activities, including meeting preparation, documentation, and minutes

• Complete required organizational trainings

• Perform other duties as assigned

• Bachelor’s Degree required

• 1–3 years of administrative, office, internship, project coordination, or professional experience preferred

• Recent graduates with strong organizational and communication skills are encouraged to apply

• Experience supporting executives, leadership teams, healthcare organizations, or nonprofit environments is a plus

• MS Degree preferred 

• Strong verbal and written communication skills

• Excellent organizational and time-management abilities

• Ability to prioritize multiple assignments and meet deadlines

• High level of professionalism, discretion, and confidentiality

• Strong attention to detail and follow-through

• Self-starter with strong problem-solving skills

• Ability to build relationships with internal and external stakeholders

• Microsoft Outlook, Word, Excel, and PowerPoint

• Experience preparing presentations, spreadsheets, and reports

• Familiarity with Zoom, Microsoft Teams, Webex, or similar virtual meeting platforms

• Valid Driver’s License

• Current Auto Insurance

• Reliable Transportation

• Ability to travel between multiple locations throughout the Chicagoland area

• Ability to work fully onsite

• Flexibility to support executive needs outside of normal business hours when required

• Regular use of hands, speaking, hearing, and computer equipment

• Frequent sitting, standing, and walking

• Occasional bending, kneeling, or crouching

• Ability to lift up to 20 pounds occasionally

• Medical, Dental, and Vision Insurance

• Disability and Life Insurance

• Paid Vacation, Sick Time, and Holidays

• Retirement Plan

• Employee Assistance Program (EAP)

• Employee Discount Programs

Aunt Martha’s Health & Wellness is an Equal Opportunity Employer committed to creating an inclusive workplace and providing opportunities for professional growth and development.