Executive Assistant to the CEO

Job Description

Job Description

This position will be located in either our Itasca, IL or Norwalk, CT office in a hybrid capacity.  Position Overview

This position provides strategic and operational support to the President and CEO, and the MHCA Senior Leadership team serving as a key liaison across the executive team and the Office of the CEO. The Executive Assistant will support the administrative and ad-hoc strategic deliverables required. Additionally, the candidate will, as requested, attend executive meetings, track initiatives, identify stakeholders, and ensure timely execution of high-priority deliverables.

Commitment to Internal Control

The incumbent is directly responsible for establishing, maintaining, and enforcing the system of internal controls related to the essential duties and responsibilities of the position, addressing risk management, and ensuring overall compliance. Furthermore, this role is to ensure internal control by acting as a gatekeeper and coordinator, enforcing compliance in expense reporting, scheduling, and information flow. They secure sensitive, high-level data, manage confidential board communications, and ensure executive decisions are documented and executed. 

Essential Duties & Responsibilities

• Coordinate complex domestic and international travel, including flights, and accommodation.
• Process detailed expense reports and manage department budgets.
• Manage complex, overlapping, and fast-changing calendars for CEO and other senior team members, including scheduling, prioritizing, and mitigating conflicts.
• Draft, edit, and proofread high-level correspondence, board presentations, and monthly reports.
• Actively participate in project management, tracking team goals, and identifying opportunities to optimize workflows.
• Reduce administrative burden on senior staff.
• Prepare executive-level summaries, reports, and updates as needed
• Serve as a liaison between the SLT and internal/external stakeholders.
• Anticipate needs and proactively manage priorities and communications.
• Special projects as requested or required.
• Maintains confidential files, handles mail and records, coordinates and manages the calendars for Senior Staff members as required.
• Handles agendas, arrangements, and coordinates efforts with administrative and office services functions for senior staff meetings and other events, including:
  • On-site Executive meetings
  • Off-site Board of Directors and management meetings
  • Quarterly meetings and other special events
• Processes expense accounts for President & CEO and select members of the Senior Management team, as required.
• Support general office management activities

Qualifications

• 10+ years of proven experience supporting senior executives in a strategic or operational capacity.(Preferably within Financial Services Industry)
• Expert in attention to detail and technical proficiency skills with senior leadership
• Strong project management and organizational skills.
• Excellent written and verbal communication.
• Ability to work independently and handle confidential information with discretion.
• Experience in a fast-paced, global organization preferred.

Competencies

• Thinking Skills – Decision-making/judgement
• Communications – Ability to manage communications
• Interpersonal Relationships
• Interpersonal communications
• Technical and Professional
• Detailed-oriented
• Thoroughness
• Personal Qualities
• Being organized
• Action-oriented
• Punctual and professional at all times

Management & Supervisory Responsibilities

• Works closely with each component required to successfully handle meeting arrangements. Coordinates the overall agenda and requirements, and delegates responsibilities tasks as needed or appropriate.
• Successful, error-free execution of team travel and calendars.

Education, Experience, Licensing & Certifications

• Bachelor’s degree preferred; equivalent experience considered
• 10+ years of experience supporting C-suite or senior leadership teams.
• Advanced knowledge of MS Office (Word, Excel, PowerPoint, Outlook) and video conferencing tools.
• Exceptional verbal and written communication skills with strong executive presence.
• Superior time management and multitasking skills, with the ability to work in a fast-paced, high-pressure environment

Work Environment / Physical Demands

• This position operates in a professional office environment and will occasionally require movement of files and records
• Digital dexterity and hand/eye coordination in operation of office equipment.

Working Hours/Travel Requirements

• This is a full-time position supporting executives who frequently travel to Japan and conduct evening conference calls. Hours may vary due to workload and time zone differences and will require frequent overtime.
• Occasional travel for business meetings and/or seminars.

This document may not cover all duties, activities and responsibilities for this position and does not constitute an employment contract, implied or otherwise, other than an “at will” relationship that is subject to change by the employer at any time and for any reason, with or without notice.

The position is exempt and the salary will be between $90,000 - $110,000 with an opportunity to earn a discretionary annual bonus. 

The salary range is determined and based on internal equity, market data/ranges, applicant's skills, prior relevant experience and education.

Additional benefits:

• Medical, Dental, and vision plans
• 401(k) and matching
• Paid Time Off
• Company Paid Life Insurance
• Employee Assistance Program
• Training and Development Opportunities
• Employee Discount