Executive Assistant jobs in Springfield, IL

The Executive Assistant position reports to the Chief Executive Officer and may offer occasional support for travel and scheduling to the Chief Revenue Officer. This position requires strong organizational, prioritization and time management skills, and knowledge of MS365 and similar platforms. Will filter and attend to the day-to-day functions that are part of the CEO’s role so that the CEO can focus on high level leadership and strategy functions. Must be a team player and work well with all levels of staff, while performing duties with a sense of confidentiality and urgency.

Principal Duties & Responsibilities:

Calendar Management:

• Efficiently manage the CEO's calendar, including scheduling and coordinating meetings, appointments, and travel arrangements.
• Prioritize and coordinate conflicting commitments and proactively adjust schedules as necessary.
• Provide reminders and ensure the CEO is prepared for all scheduled activities.

Communication and Correspondence:

• Act as the primary point of contact in managing the information flow for internal and external stakeholders, managing correspondence and responding to inquiries on behalf of the CEO and in a timely and accurate manner.
• Draft and prepare professional emails, memos, reports, and other documents as needed.
• Prioritize emails and respond when necessary.
• Maintaining records of corporate documents, record and reports,
• Maintain confidentiality of sensitive information and exercise discretion when handling sensitive matters.

Meeting Coordination and Support:

• Plan and coordinate executive-level meetings, including preparing agendas, collating relevant materials, and arranging logistics. Take accurate minutes when needed and distribute them in a timely manner. Follow up on action items and ensure timely completion of assigned tasks.

Travel Arrangements:

• Arrange travel itineraries, including flights, accommodations, and ground transportation if necessary.

Relationship Management:

• Build and maintain positive relationships with key stakeholders, both internal and external, representing the CEO's office in a professional and courteous manner.
• Liaise with the executive team, staff, clients, and other important contacts as required.

Special Projects and Research:

• Support the CEO in various special projects, conducting research, gathering data, and preparing reports as needed.
  Assist with the preparation of presentations, speeches, and other communication materials.
• Provide ad hoc project management assistance.

Experience and Skills:

General Expectations:

• Always present a positive image of Consociate Health.
• Provide and promote the delivery of services with a prevailing attitude of respect and recognition of the personal worth and dignity of every individual whether they are a customer, co-worker, or supervisor.
• Communicate in a clear and concise manner, while also demonstrating receptivity through active listening.
• Identify and perform work that has not been specifically assigned, as needed.
• Adheres to established safety standards and utilizes proper techniques to avoid work-related injuries.
• Continuously seek opportunities for improvement and suggest ways in which procedures/systems may be modified to accomplish tasks/goal efficiently and effectively.
• Demonstrate a teamwork philosophy by working cooperatively with others inside and outside their department.
• Attend required in-service and staff meetings.
• Preserve the confidentiality of all business-sensitive information, including but not limited to that of insured groups and individuals, employees, and applicants.

Service Expectations:

• Excellent time management skills required.
• Proficient in personal computer skills. Knowledge of MS 365 including Teams and similar platforms
• Team player with enthusiasm, and a positive work attitude.
• Greet all people in a prompt and courteous manner. Communicate in a warm and courteous manner, making eye contact and speaking in a tone of voice that matches words.
• Offer and aid whether the request falls within your specific job duties.
• Always maintain positive internal and interpersonal communications,
• Remain aware of products and services provided by Consociate.
• Ensure deadlines are met.
• Project a positive, professional image when working.

Knowledge, Skills and Ability Requirements:

• Excellent time and management skills required.
• Must have a minimum of five (5) years’ experience in this or a similar role.
• Proficient in personal computer skills. Knowledge of MS 365 including Teams and similar platforms
• Team player with enthusiasm, and a positive work attitude.
• Associate or bachelor’s degree required in Business, HR or related field.
• Proficient in word and excel
• Attention to detail.
• Oral and written communication skills