Executive Assistant

Executive Assistant to CEO

ReGenesis369 | Chicago, IL (Hybrid)
Wellness / Functional Medicine

Start Date: ASAP
Salary Range: $50,000 – $75,000 (Negotiable, based on experience)

This role offers significant growth opportunity as the company expands. Compensation will be reviewed and adjusted over time based on performance, contribution, and company growth.

About ReGenesis369

ReGenesis369 is an online holistic wellness transformation program focused on helping individuals overcome pre-existing conditions by addressing the root causes of imbalance.

Through structured protocols, live coaching, and guided programs, we support individuals in restoring balance and improving long-term wellbeing.

We are building a mission-driven organization designed to transform lives through education, clinical insight, and systematic wellness programs.

As our company scales, we are seeking a high-level Executive Assistant who thrives in fast-paced environments and can operate with precision, discretion, and strong operational awareness.

You will work directly with the CEO and leadership team, gaining firsthand exposure to how a rapidly growing wellness company operates and scales.

The Role

The Executive Assistant serves as the CEO’s operational right hand.

Your role is to ensure the CEO operates at maximum effectiveness by managing priorities, capturing critical information, and driving execution across the organization.

You will act as the connective layer between leadership, operations, clinical teams and clients ensuring that ideas, discussions, and decisions are captured, organized, and executed.

This is a high-trust, high-visibility role requiring exceptional organization, discretion, and follow-through.

Success in this position requires the ability to operate in real time, process complex conversations quickly, and convert strategy into structured execution.

Critical Capability: Real-Time Listening, Tracking, and Follow-Through

A core responsibility of this role is monitoring and managing live group calls and leadership meetings.

The Executive Assistant must be able to:

• Actively listen during live meetings (Zoom or similar)
• Track discussions involving large groups
• Identify decisions, commitments, and action items instantly
• Capture deadlines, responsibilities, and priorities in real time
• Translate conversations into structured follow-up tasks
• Ensure every participant receives clear next steps

You must maintain full conversational awareness while simultaneously updating systems, including:

• CRM
• calendars
• project management tools
• documentation platforms
• internal communication channels

Nothing discussed should remain untracked or unexecuted.

What It Takes to Succeed

This role requires exceptional attention to detail and the ability to operate quickly and accurately in live environments.

You must be able to:

• Identify critical information instantly
• Distill complex discussions into clear outcomes
• Communicate action items across leadership, operations, and clinical teams
• Maintain accuracy across multiple platforms
• Adapt quickly as priorities shift

Proactivity is essential. You should anticipate needs before they are verbalized, recognize operational gaps early, and maintain clarity even when circumstances evolve rapidly.

Core Competencies

Advanced Active Listening

• Hearing beyond what is said
• Identifying implied tasks and responsibilities
• Recognizing priority signals from leadership

Real-Time Information Processing

• Filtering key decisions from discussion
• Translating dialogue into structured execution
• Distilling complex conversations into clear deliverables

Cognitive Multitasking

• Managing multiple systems simultaneously
• Maintaining accuracy under live conditions
• Operating across CRM, scheduling, documentation, and communication tools at the same time

Operational Translation

• Turning strategy into actionable tasks
• Assigning deliverables and timelines immediately
• Creating accountability structures

Executive Discretion

• Handling sensitive information appropriately
• Understanding the strategic implications of operational decisions

Workflow & Priority Management

• Managing multiple priorities simultaneously
• Creating structure within fast-moving environments

Execution Accountability

• Tracking commitments made in meetings
• Following up on deliverables
• Ensuring alignment across leadership and operations

Key ResponsibilitiesExecutive Support

• Manage CEO calendar and daily workflow
• Coordinate meetings, agendas, and follow-ups
• Prepare summaries, reports, and presentations
• Track key initiatives and deadlines
• Anticipate needs and remove bottlenecks
• Protect executive focus and time

Communication & Coordination

• Prepare detailed briefs for internal and client meetings
• Provide weekly reporting and operational updates
• Serve as liaison for executive email communications
• Coordinate order processing, shipping logistics, and purchase orders
• Maintain accurate records of transactions and shipments
• Identify and resolve operational gaps

Clinical Coordination

• Coordinate patient intake and documentation
• Schedule appointments and follow-ups
• Maintain CRM accuracy
• Track protocol implementation
• Monitor client progress and flag concerns
• Organize lab reports and clinical documentation
• Maintain quality control across workflows

Operations & Workflow

• Coordinate internal workflows across teams
• Align leadership priorities with operational execution
• Strengthen systems as the company scales
• Improve efficiency and process clarity
• Support implementation of tools and operational systems

Documentation & Systems

• Maintain SOPs and internal documentation
• Organize knowledge bases and internal resources
• Support audit preparation
• Manage sensitive documentation responsibly

Experience

• 3–7 years in executive support, administration, operations, or high-level coordination
• Experience in health, wellness, startups, or high-growth environments preferred

Core Skills

• Exceptional organization and time management
• High attention to detail
• Ability to manage multiple priorities simultaneously
• Strong written and verbal communication
• Professional, reliable, and proactive
• Comfortable working closely with senior leadership
• Independent thinker who takes ownership of outcomes

Technology

• Google Workspace (Docs, Sheets, Calendar)
• Airtable
• Calendly
• Fathom
• Miro
• ClickUp
• Notion
• CRM systems
• Ability to quickly learn new platforms

What You’ll Gain

• Direct exposure to executive leadership
• Hands-on experience scaling a mission-driven company
• Significant long-term growth opportunity
• Meaningful work supporting individuals on their health journey
• Professional development within a high-performance environment

Job Types: Full-time, Contract

Pay: $70,000.00 - $90,000.00 per year

Application Question(s):

• During a live meeting with multiple participants, how do you capture key decisions, responsibilities, and follow-up actions while the conversation is still happening?

Please describe:
-The system or tools you use
-How you prioritize information in real time
-How you ensure nothing discussed is missed or forgotten after the meeting

• Describe a time you supported a highly demanding leader or fast-moving environment.

What specific steps did you take to:
-stay organized when priorities changed quickly
-anticipate needs before being asked
-ensure important tasks and deadlines were not missed?

• Imagine you are supporting the CEO and the following things happen at the same time:

The CEO is running a live call with 40–50 people and asks you to track follow-ups.
A patient emails saying their lab results look concerning and they want an urgent response. A shipment needed for clients tomorrow has not been processed yet.
The CEO texts asking you to schedule an investor call within the next hour.

How would you prioritize and handle these situations? Please walk us through your thought process step-by-step.

Work Location: Hybrid remote in Morton Grove, IL 60053