Executive Administrative Assistant III in Oak Brook, Illinois at UNITE HERE HEALTH
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Job Description
Job Description
UNITE HERE HEALTH serves over 200,000 workers and their families in the hospitality and gaming industry nationwide. Our desire to be innovative and progressive drives us to develop impactful programs and benefits designed to engage our participants in managing their own health and healthcare. Our vision is exciting and challenging. Please read on to learn more about this great opportunity!
The Executive Administrative Assistant II provides administrative, operational, and relationship support to senior executive leadership. This position requires confidentiality, discretion, anticipation of needs, management of competing priorities, effective communication with individuals at all levels, and will represent the executive and the Fund with credibility and warmth.
This highly visible role serves as a trusted partner to the executive and a key liaison with Trustees, vendors, organizational leaders, employees, and other external stakeholders.
ESSENTIAL JOB FUNCTIONS AND DUTIES
- Provide administrative and project support, including managing phone and email correspondence, preparing documents and spreadsheets, scheduling meetings, coordinating travel, expense reporting, and performing other related duties.
- Manage the executive’s complex calendar, including meetings, travel, events, deadlines, and competing priorities; Anticipate scheduling conflicts, and recommend solutions.
- Track commitments, decisions, deliverables, and follow-up items to ensure the executive is prepared for meetings and commitments and support timely completion.
- Plan and coordinate executive meetings, leadership meetings, special events, and other organizational activities; Partner will all other Executive and Administrative Assistants across the Fund as needed.
- Prepare, review, and organize correspondence, meeting minutes, presentations, reports, agendas, briefing materials, and other documents.
- Serve as a primary and responsive administrative liaison with Trustees, vendors, consultants, professional advisers, and other external partners.
- Track Trustee questions, requests, decisions, and follow-up items, coordinating responses with appropriate internal leaders.
- Support a positive Trustee experience through timely communication, strong organization, and attentive relationship management.
- Support vendor onboarding, contract administration, invoice processing, and documentation in partnership with the appropriate departments.
- Conduct research, compile information, and prepare summaries to support executive decision-making.
- Manage special projects and assignments as needed requiring coordination, discretion, and independent judgment.
- Identify opportunities to improve administrative processes, information flow, and executive effectiveness.
- Exercise sound judgment when handling sensitive governance, organizational, and personnel matters; Manage sensitive and confidential information with the highest degree of discretion.
- Represent the executive and the Fund professionally in all external interactions.
ESSENTIAL QUALIFICATIONS
Education and Experience
- Seven or more years of progressively responsible experience providing complex administrative support, including at least five years supporting C-suite, or senior executive leaders.
- Demonstrated experience managing complex calendars, coordinating meetings and events, arranging travel, and anticipating executive and organizational needs.
- Experience preparing polished correspondence, reports, presentations, spreadsheets, meeting materials, agendas, minutes, and work plans.
- Experience coordinating large or high-level meetings involving executives, Trustees, vendors, or other internal and external stakeholders.
- Strong knowledge of contemporary office administration, records management, document control, and workflow coordination practices.
- Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, or comparable collaboration and productivity platforms.
- Experience using Excel to organize and analyze information and create accurate spreadsheets, reports, trackers, and basic data summaries.
- Strong command of English grammar, spelling, punctuation, sentence structure, proofreading, and business writing conventions.
- Experience handling sensitive and confidential information with discretion and sound judgment.
- Familiarity with virtual and hybrid meeting technology, electronic document management, expense reporting, and travel-booking systems.
- Experience tracking projects, commitments, deadlines, decisions, and follow-up actions across multiple stakeholders.
- Knowledge of professional communication and service practices appropriate for interacting with executives, Trustees, vendors, employees, and external partners.
- Bachelor's degree in office career, business administration, communications, organizational leadership, or a related field preferred.
Knowledge, Skills, and Abilities
- Exceptional organizational, time-management, and prioritization skills.
- Strong executive presence and ability to build trusted relationships with Trustees, executives, vendors, employees, and external stakeholders.
- Excellent written and verbal communication skills, including the ability to communicate tactfully in sensitive situations.
- Demonstrated discretion and sound judgment when handling confidential information.
- Ability to anticipate needs, identify issues, and take appropriate action with limited direction.
- Ability to manage multiple complex priorities and deadlines in a fast-paced environment.
- Strong attention to detail and commitment to accuracy and follow-through.
- Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
- Proficiency in systems similar to Concur, and ADP Workforce Now
- Ability to prepare polished executive-level communications, presentations, and meeting materials.
- Strong problem-solving skills and the ability to adapt as priorities change.
- Ability to work collaboratively across functions while maintaining appropriate boundaries and confidentiality.
OTHER JOB FUNCTIONS AND DUTIES
The information contained in this job description is designed to indicate the general nature and level of work performed in this job with a certain degree of specificity, where warranted. In no instance, however, should the duties, functions, qualifications, or requirements be interpreted as all-inclusive. Management may, at its discretion, assign or reassign functions and duties to or from this job at any time, due to reasonable accommodation or other reasons. Listed requirements, skills, qualifications, and abilities included have been determined to illustrate the minimal standards required to successfully perform the position.
Occasional travel and attendance at meetings or events outside regular business hours may be required. This position may require flexibility to respond to time-sensitive matters involving executives, Trustees, or external partners.
Salary range for this position: Salary $77,600~$97,000. Actual base salary may vary based upon, but not limited to: relevant experience, qualifications, expertise, certifications, licenses, education or equivalent work experience, time in role, peer and market data, prior performance, business sector, and geographic location.
Work Schedule (may vary to meet business needs): Monday ~ Friday with potential for hybrid work-from-home arrangement.
We reward great work with great benefits, including but not limited to: Medical, Dental, Vision, Paid Time-Off (PTO), Paid Holidays, 401(k), Short- & Long-term Disability, Pension, Life, AD&D, Flexible Spending Accounts (healthcare & dependent care), Commuter Transit, Tuition Assistance, and Employee Assistance Program (EAP).
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