administrative assistant

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executive administrative assistant Jobs in Chicago

executive administrative assistant

executive assistant and office manager Jobs in Chicago

executive assistant and office manager

office manager

Clear Immediate Care

Job SummaryWe are seeking an organized, proactive, and dependable Medical Office Manager to oversee the daily operations of our clinic and help ensure an efficient, patient-centered environment. This role is ideal for someone confident in managing workflow, supporting staff and providers, solving operational issues, and keeping day-to-day clinic functions running smoothly.The Office Manager will serve as a key liaison between staff, providers, patients, billing teams, and vendors while helping maintain strong communication, accountability, and overall clinic efficiency.Responsibilities<ul><li>Oversee day-to-day clinic operations and staff coordination</li><li>Manage employee and provider schedules, coverage, and workflow</li><li>Serve as a liaison between staff, providers, patients, billers, and vendors</li><li>Review scheduling trends, cancellations, and operational reports</li><li>Support onboarding, training, and protocol compliance</li><li>Monitor chart completion, documentation follow-up, and outstanding clinical tasks</li><li>Assist with billing support, coding questions, prior authorizations, and patient account issues</li><li>Oversee inventory tracking and supply ordering</li><li>Maintain operational spreadsheets, reports, and administrative systems</li><li>Identify and resolve workflow issues to improve efficiency and patient satisfaction</li></ul>Experience<ul><li>Strong organizational skills and attention to detail</li><li>Excellent communication and interpersonal skills</li><li>Ability to multitask and prioritize in a fast-paced medical environment</li><li>Strong problem-solving skills and ability to take initiative</li><li>Experience coordinating staff schedules and managing day-to-day office workflow</li><li>Comfort working with providers, clinical staff, patients, and external vendors</li><li>Proficiency with EMR systems, scheduling platforms, email, and spreadsheets</li><li>Experience with Athenanet preferred</li><li>Ability to handle sensitive information with professionalism and confidentiality</li><li>College Degree (B.S.)</li></ul>Preferred Experience<ul><li>At least 2 years of experience in a medical office management, healthcare operations, or clinic leadership role</li><li>Experience in urgent care, primary care, or other outpatient clinical settings preferred</li><li>Familiarity with medical billing workflows, prior authorizations, insurance verification, and claim-related follow-up preferred</li><li>Experience onboarding and training new staff preferred</li><li>Strong knowledge of provider scheduling, chart follow-up, and clinical office workflow is strongly preferred</li></ul>Pay: $65,000.00 - $75,000.00 per yearBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li></ul>Work Location: In person

Medical Office Manager

Viant Technology

<div>
 
 What You&rsquo;ll Do
 
 
 
 
 
 The core responsibilities of this position are to provide office and administrative support to the Chicago office in a dynamic environment, while maintaining the utmost discretion with regards to proprietary and confidential information. This position offers a great opportunity to learn all facets of the advertising industry, to build and maintain relationships at all levels, and to play an important role in the organization. For the right person, this role will be a solid platform for growth and advancement within the company.
 
 
 
 THE DAY-TO-DAY
 
 
 
 
 
 <ul>
 <li>
 Manage Core Sales schedules and travel arrangements.
 </li>
 <li>
 Track and prepare sale&rsquo;s business expense reports.
 </li>
 <li>
 Plan and coordinate all logistics for team meetings, offsites, client events, social events, and volunteer efforts (including but not limited to location sourcing/booking, catering, AV requirements, transportation, etc.).
 </li>
 <li>
 Handle sensitive &amp; confidential information with discretion.
 </li>
 <li>
 Prepare weekly sales reports in Google Docs and Google Sheets using Salesforce reports.
 </li>
 <li>
 Manage all aspects of the Chicago office, tasks include managing conference rooms and workstations for Chicago, office supply orders, weekly kitchen orders, office cleanliness, handling repairs, and working in conjunction with building management and various service vendors.
 </li>
 <li>
 Candidate must know how to run full vendor management, liaison between office management and team.
 </li>
 <li>
 Help with company culture and team-building activities.
 </li>
 <li>
 Organize and manage regional and company offsites.
 
 
 </li>
 </ul>
 GREAT TO HAVE
 
 
 <ul>
 <li>
 5+ years of administrative experience.
 </li>
 <li>
 Must possess outstanding organizational, problem solving, and time management skills; able to handle multiple responsibilities and priorities with extreme attention to detail.
 </li>
 <li>
 Positive, proactive attitude with ability to anticipate needs of executives and act accordingly.
 </li>
 <li>
 Self-motivated problem-solver with a proactive attitude and takes initiative.
 </li>
 <li>
 Excellent communication skills, both verbal and written.
 </li>
 <li>
 Organizational awareness: ability to interact with internal and external clients at all levels.
 </li>
 <li>
 Ability to adapt to change and work well under pressure in a fast-paced environment.
 </li>
 <li>
 Experience managing calendars in Outlook &amp; coordinating different time zones/locations.
 </li>
 <li>
 Must have strong knowledge of MS Office, G-Suite, Concur, Digital Cloud filing (Dropbox), Zoom/Webex/MS Meetings, Asana (Salesforce a plus).
 
 
 </li>
 </ul>
 LIFE AT VIANT
 
 
 Investing in our employee&rsquo;s professional growth is important to us, but so is investing in their well-being. That&rsquo;s why Viant was voted one of the best places to work and some of our favorite employee benefits include
 
 fully paid health insurance
 
 ,
 
 paid parental leave
 
 and
 
 unlimited PTO
 
 and more.
 
 
 $75,000 - $85,000 a year
 
 
 In accordance with California law, the range provided is Viant&rsquo;s reasonable estimate of the compensation for this role. Final title and compensation for the position will be based on several factors including work experience and education.
 
 
 Not the right position for you? Check out our other opportunities!
 
 
 
 Viant Careers
 
 
 
 
 About Viant
 
 
 
 Viant Technology Inc. (NASDAQ: DSP) is an exclusively buy-side advertising platform powered by artificial intelligence and designed to drive performance across the open internet. Our omnichannel platform purpose-built for CTV turns data and intelligence into scalable, measurable performance for advertisers. With the launch of ViantAI and Outcomes, Viant has been at the forefront of AI innovation in advertising, building the future of fully autonomous solutions. Viant has been recognized for excellence in AI by Adweek, the Business Intelligence Group and MarTech Breakthrough and is Great Place to Work&reg; certified. Learn more at viantinc.com.
 
 
 Viant is an equal opportunity employer and makes employment decisions on the basis of merit. Viant prohibits unlawful discrimination against employees or applicants based on race (including traits historically associated with race, such as hair texture and protective hairstyles), religion, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, reproductive health decision making, gender, gender identity, gender expression, age, military status, veteran status, uniformed service member status, sexual orientation, transgender identity, citizenship status, pregnancy, or any other consideration made unlawful by federal, state, or local laws. Viant also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.
 
 
 By clicking &ldquo;Apply for this Job&rdquo; and providing any information, I accept the Viant California Personnel Privacy Notice.
</div>

Executive Assistant and Office Manager

Mobile Generation

<div>Real Estate Operations Manager 
Mobile Generation is seeking a detail-driven and proactive Real Estate Operations Manager to oversee our multi-state retail lease portfolio. This role is hands-on in managing lease execution, landlord relationships, and financial accuracy across ~130 stores, while supporting new store growth and closures.
What You&rsquo;ll Do:
<ul><li>Manage the full lease lifecycle: renewals, expirations, escalations, estoppels, and amendments.
</li><li>Serve as the primary point of contact for landlords, ensuring timely communication and resolution of disputes.
</li><li>Review and validate CAM reconciliations, utilities, and rent schedules for accuracy.
</li><li>Maintain real estate trackers, dashboards, and reports for leadership visibility.
</li><li>Partner with Facilities Operations on buildouts, relocations, and closures.
</li><li>Identify opportunities for cost savings, risk reduction, and improved landlord terms.
</li></ul>What We&rsquo;re Looking For:
<ul><li>3&ndash;5+ years of experience in real estate operations, lease administration, or property management (multi-site retail or commercial preferred).
</li><li>Strong contract and negotiation skills.
</li><li>Financial acumen &mdash; ability to analyze rent, CAM, and utilities for accuracy.
</li><li>Proficiency with Excel/Google Sheets; experience building reports and trackers.
</li><li>Highly organized, detail-oriented, and comfortable juggling multiple deadlines.
</li><li>Strong communicator, able to build relationships with landlords and cross-functional teams.
</li></ul>Compensation &amp; Growth:
<ul><li>Base salary: $70,000</li></ul></div>

Real Estate Operations Manager

Ring of Hope - Chicago

Overview:The Executive Administrative Assistant provides high-level administrative support to the Executive Director (ED) and plays a critical role in ensuring the smooth operation of the organization&rsquo;s executive office. This position handles complex scheduling, communications, document preparation, and organizational support, allowing the Executive Director to focus on strategic leadership, program development, and community engagement.Key Responsibilities:Executive Support<ul><li>Manage the Executive Director&rsquo;s calendar, scheduling meetings, appointments, and events.</li><li>Coordinate logistics for internal and external meetings, including preparation of agendas, materials, and follow-up.</li><li>Draft, review, and proofread correspondence, reports, presentations, and other executive-level documents.</li><li>Screen and prioritize incoming communications (phone, email, mail) and respond on behalf of the Executive Director when appropriate.</li><li>Prepare briefing materials and talking points for meetings, site visits, and public events.</li><li>Assist with the preparation and submission of reports for the board, funders, and other stakeholders.</li><li>Maintain organized systems for records, files, and documents, ensuring confidentiality and accessibility.</li><li>Track deadlines, tasks, and action items for the Executive Director and follow up as needed.</li></ul>Other Duties<ul><li>Perform special projects and assignments as requested by the Executive Director.</li><li>Act as a liaison between the Executive Director and staff, ensuring smooth communication and follow-up.</li></ul>Qualifications:<ul><li>2+ years of executive administrative support or office management experience, preferably in a nonprofit setting.</li><li>Exceptional organizational, time management, and multitasking skills.</li><li>Strong written and verbal communication skills.</li><li>High level of professionalism, discretion, and confidentiality.</li><li>Proficiency in Microsoft Office Suite, Google Workspace, and other productivity software.Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.</li><li>Commitment to the mission and values of The Ring of Hope and the Greater Grand Crossing community.</li></ul>If you&rsquo;re passionate about helping us build resources to support at-risk youth and families, and committed to making a positive community impact, we encourage you to apply to . We look forward to welcoming a dedicated and compassionate individual to our team at The Ring of Hope!Pay: $20.00 per hourBenefits:<ul><li>401(k)</li></ul>Work Location: In person

Executive Administrative Assistant

Henry Booth House

Job Overview We are seeking an energetic and highly organized Executive Assistant to support our President/CEO and oversee Facilities operations. This vital role combines executive administrative support with facilities supervision, ensuring smooth daily operations, efficient calendar management, and effective project coordination. The ideal candidate will thrive in a dynamic environment, demonstrating exceptional organizational skills, proactive problem-solving, and a passion for community service.Duties and Responsibilities<ul><li>Provide management oversight for daily office, procurement, and facilities administration including managing preventative maintenance, health and safety and information technology</li><li>Manage scheduling for meetings, calendars, conference calls, and interviews. Troubleshoot conflicts in assigning importance and urgency</li><li>Ensure CEO is well prepared for all meetings and events.</li><li>Develop and maintain paper and digital filing system records for reference</li><li>Serves as liaison to the Board of Directors and senior management team</li><li>Coordinate all programmatic and fiscal board reporting, ensuring timely completion and delivery, assist the CEO in developing board presentations, coordinate meeting scheduling, technology, materials and supplies for board members and serve as recording secretary in completing board minute</li><li>Assist CEO in developing, preparing, and executing all in-service, town halls, community partner meetings, fundraising special events and staff appreciation. Develop templates and draft correspondence for donors, vendors, funders, and community partners</li><li>Coordinate all CEO conference travel (logistics and scheduling)</li><li>Reconcile, prepare and submit all expense reports</li><li>Supervises Receptionist/Administrative Assistant and Janitorial staff</li><li>Ensures facilities are safe, clean, and in compliance with all governing standards</li><li>Manages all maintenance, office equipment, technology vendor relationships</li><li>Maintains all facilities and office supplies inventory</li><li>Conducts physical equipment inventory for offices and centers as applicable</li><li>Ensures all offices and work stations are prepared for employee use</li></ul>Skills/ Core Competencies Required<ul><li>Steadfast discretion in handling highly sensitive and confidential information</li><li>Ability to manage multiple complex and competing activities</li><li>Poised professional presence</li><li>Excellent communication (oral and written), interpersonal and collaborative skills Accountability</li><li>Critical and analytical thinking / Independent judgement and initiative</li><li>Proactive problem solver/ability to determine root cause</li><li>Meticulous organizational and detail-oriented skills</li><li>Proficiency in business writing, grammar, and proofreading skills</li><li>Intellectually curious and committed to ongoing professional development</li><li>Flexibility to work after hours and weekends as needed</li></ul>Qualifications<ul><li>Bachelors degree preferred, high school degree required</li><li>5 years of administrative, office and facilities management experience</li><li>Experience in supporting a C-suite executive</li><li>Proficiency with Microsoft Office Suite, including SharePoint, Adobe, Google Suite</li></ul>Job Type: Full-timeAbility to Commute:<ul><li>Chicago, IL 60616 (Preferred)</li></ul>Willingness to travel:<ul><li>50% (Preferred)</li></ul>Work Location: In person - Flexibility to work after hours and weekends as neededPay: From $65,000.00 per yearBenefits:<ul><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Parental leave</li><li>Vision insurance</li></ul>Education:<ul><li>Bachelor's (Required)</li></ul>Work Location: In person

Executive Assistant to President/CEO and Facilities Supervisor

The University of Chicago Booth School of Business

<div>
 
 The Assistant Director, Operations, is a member of the Advancement team at the University of Chicago&rsquo;s Booth School of Business. This position provides operational support and functions as the overall concierge to the Office of Advancement, promptly answering questions, solving problems, providing appropriate resources, and ensuring satisfaction via follow-up to the Office of Advancement and executive-level support to the Chief Advancement Officer.
 
 
 
 
 
 The compensation range for this position is $29.00 - $33.00/hour (depending on experience and skills).
 
 
 
 
 
 
 PRINCIPAL DUTIES AND RESPONSIBILITIES:
 
 
 <ol>
 <li>
 Responsible for inventorying, ordering, and physically stocking office supplies; triaging facility issues; responding to and managing requests; maintaining staff lists; distributing incoming mail; preparing outgoing mail; maintaining communication with building management; meeting support including teleconferencing and Zoom; and maintaining the general office environment and common workspaces.
 </li>
 <li>
 Serves as the department&rsquo;s primary point of contact for purchasing, contracts, and payment procedures and inquires, and provides guidance on related policies.
 </li>
 <li>
 Processes purchase orders, payment requests, and reimbursements through Oracle, the University&rsquo;s system for managing procurement. Submits contract requests for internal review and approval and proactively manages contract renewals.
 </li>
 <li>
 Manages the creation of supplier profiles in Oracle and oversees updates through the University&rsquo;s Service Now portal. Handles payment resolution issues and follows-up on outstanding payment issues.
 </li>
 <li>
 Provides executive-level support to the Chief Advancement Officer (CAO), including calendar management, scheduling appointments and meetings, making travel arrangements, and managing expense reports. Anticipates, organizes, and prepares necessary materials prior to the CAO&rsquo;s donor and alumni meetings and events.
 </li>
 <li>
 Responsible for completing the CAO&rsquo;s contact reports in Phoenix, the University&rsquo;s alumni and donor database of record, ensuring that all donor and alumni correspondence and meeting notes are accurately recorded.
 </li>
 </ol>
 
 
 
 
 
 KNOWLEDGE, SKILLS AND EXPERIENCE:
 
 
 <ol>
 <li>
 Bachelor&rsquo;s degree required.
 </li>
 <li>
 A minimum of two years of relevant professional experience is required
 
 .
 
 </li>
 <li>
 A minimum of one year supporting an executive is strongly preferred.
 </li>
 <li>
 An exceptional commitment to customer service, attention to detail, proven track record of problem solving, and the ability to quickly learn and take ownership of projects is required.
 </li>
 <li>
 Ability to work independently, identify opportunities for improvement, and recommend effective changes, all while achieving key objectives resulting in desired outcomes is required.
 </li>
 <li>
 Ability to handle multiple detailed tasks and projects simultaneously and meet strict deadlines with frequent interruptions required.
 </li>
 <li>
 Excellent organizational, decision-making, and research/investigative skills required.
 </li>
 <li>
 Proficiency with Microsoft Word, Excel, and Outlook required. Familiarity with University of Chicago alumni databases and systems (Oracle and Salesforce) preferred.
 </li>
 <li>
 Willingness and ability to travel to campus and/or non-campus locations for University business required.
 </li>
 <li>
 Ability to work some evening and weekend hours, with advanced notice required.
 </li>
 <li>
 Scrupulous attention to matters of discretion and confidentiality required.
 </li>
 </ol>
 
 
 
 
 
 
 Benefits Eligible
 
 
 
 
 Yes
 
 
 The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
 
 
 
 
 
 &ldquo;The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's
 
 Notice of Nondiscrimination
 
 .
 
 
 Job seekers in need of a reasonable accommodation to complete the application process should call 773-834-3988 or email equalopportunity@uchicago.edu with their request.&rdquo;
 
</div>

Assistant Director of Operations

The Art Institute of Chicago

<div>For more than 150 years, the School of the Art Institute of Chicago (SAIC) has been a leader in educating the world&rsquo;s most influential artists, designers and scholars. Located in downtown Chicago with a fine arts graduate program consistently ranking among the top four graduate fine arts programs in the nation by U.S. News and World Report, SAIC provides an interdisciplinary approach to art and design as well as world-class resources, including the Art Institute of Chicago Museum, on-campus galleries and state-of-the-art facilities. SAIC&rsquo;s undergraduate, graduate and post-baccalaureate students have the freedom to take risks and create the bold ideas that transform Chicago and the world&mdash;as seen through notable alumni and faculty such as Michelle Grabner, David Sedaris, Elizabeth Murray, Richard Hunt, Georgia O&rsquo;Keeffe, Cynthia Rowley, Nick Cave, and LeRoy Neiman.

About the Department

The Provost's Office oversees a broad range of academic and administrative departments, including academic affairs, student affairs, enrollment management, the Film Center, and the library and special collections. The Provost provides leadership and vision for the academic programs, establishes budgetary priorities, and guides process and implementation of SAIC&rsquo;s strategic planning.

Position Summary

Provides full administrative support to the Provost and Dean of Faculty. Manages departmental administrative operations for both offices, including secondary support to the Dean of Administration, Budget, and Planning and the Associate Provost for Academic Planning and Curricular Analysis, and some scheduling responsibilities for the Chair of Faculty and Faculty Senate.

Responsibilities
<ul>
<li>Manage the schedules for the Provost and Dean of Faculty by arranging meetings and appointments, coordinating travel arrangements, and keeping them informed of internal and external events</li>
<li>Manage Provost and Dean of Faculty communications with a high degree of discretion by monitoring and responding to emails, managing phone and voicemail communications, and composing, editing, and proofreading correspondence and documents, and presentations</li>
<li>Manage Provost and Dean of Faculty finances by administering institutional procurement card purchasing, facilitating expense reimbursement, processing contracts invoice payments, one-time payments to non-tenure-track faculty, student award payments, and performing other related tasks as needed</li>
</ul><ul><li>Maintain Provost and Dean of Faculty digital and hardcopy files and resources. Develops workflows to assist with organization, time management, and prioritization</li>
</ul><ul><li>Maintain rosters, schedule meetings, and take occasional notes for the Academic Affairs subcommittee of the Board of Governors, Academic Steering Committee, Academic program reviews, Budget Planning Committee, Expanded Budget Planning Committee, Fiscal Affairs/R+B, Non-Tenure-Track Faculty Concerns Committee, Dean&rsquo;s staff meetings, Department Heads, Provost&rsquo;s staff meetings, and schedules all Faculty Senate committees</li>
<li>Schedule meetings for Provost's and Dean of Faculty's direct reports as needed</li>
<li>Attend meetings and assists with events by preparing presentations, making notes of key points and follow-up items, and acting as a representative for the Provost and Dean of Faculty as needed</li>
<li>Provide administrative support for the centralized School policies pages on the Intranet, ensure submitted documents are in the appropriate format, reviewed, and approved by the Provost, and uploaded to the Intranet.</li>
<li>Manage departmental travel and accommodations for the Provost and Dean, including reimbursement requests, personnel paperwork, and other administrative tasks as needed</li>
<li>Manage communications for the Offices of the Provost and Dean of Faculty by composing, editing, proofreading, and distributing informational materials</li>
<li>Coordinate onboarding of all new Provost and Deans' Office staff including, but not limited to, a welcome phone conversation/email, office preparation, computer and office supply procurement, system access forms, and an introduction to google suite and the staff web dashboard resources</li>
<li>Coordinate PTO and travel calendars across the Provost and Dean&rsquo;s Offices to ensure sufficient on-campus coverage and availability of senior staff</li>
<li>Assist with planning, scheduling, and implementing special events and projects</li>
<li>Maintain and updates website content as it relates to the Offices of the Provost, Dean of Faculty, and faculty leadership (elected representatives and department chairs)</li>
<li>Perform other duties as assigned</li>
</ul>
Qualifications
<ul>
<li>Bachelor's degree or equivalent experience required</li>
<li>5+ years of experience with administrative/executive support; experience in an arts-related or higher education environment a plus</li>
<li>Must be proficient with Adobe Acrobat, Google Suite, and Microsoft Office Suite</li>
<li>Some knowledge of other software, such as Adobe Creative Suite (Photoshop and/or lnDesign), PeopleSoft, Concur, Zoom, UKG, and Airtable would be helpful</li>
<li>Strong editing and proofreading skills are essential</li>
<li>Possesses strong organizational, communication, and interpersonal skills</li>
<li>Takes initiative to see projects through to completion, and has the ability to be proactive, adapt to changing priorities, meet deadlines, and work independently in a fast-paced environment.</li>
</ul>
Compensation &amp; Benefits

Please click on the links below to view our competitive, comprehensive benefits package:
<ul><li>Hiring Range: $70,000 - $80,363</li>
</ul>
The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons.
<ul>
<li>Benefits
</li><li>PTO Overview</li>
<li>Job Classification: Exempt</li>
<li>Employment Category: Full Time Staff</li>
<li>Grade Level: 8</li>
</ul>
If you are accessing this listing from a third party, not all links to salary and benefits information may work. Please visit our career page at saic/artic.edu/employment for complete information

Application Instructions

Please submit your resume and cover letter to be considered for this position.

Accessibility

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page:

Accessibility Accommodation for Applicants

Equal Opportunity Statement

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_help@artic.edu.</div>

Executive Assistant to the Provost and Dean of Faculty

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