Executive Assistant at Momentum Behavior Services

Oak Park, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

18 Dec, 25

Salary

80000.0

Posted On

19 Sep, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Calendar Management, Travel Coordination, Meeting Preparation, Communication, Project Coordination, Data Tracking, Google Sheets, Asana, Expense Management, Problem Solving, Detail Oriented, Interpersonal Skills, Organizational Skills, Confidentiality, Multitasking

Industry

Individual and Family Services

Description

We are seeking an experienced Executive Assistant to support our leadership team in a fast-moving, high-growth environment. You'll be the right hand to our leadership team, helping navigate the complexities of a growing, multi-site organization. In this highly visible role, you’ll coordinate schedules, communications, and core workflows, keep priority projects moving, and standardize administrative processes across the company. What you’ll do Executive Support Manage complex calendars; schedule cross-functional meetings; anticipate prep and materials. Coordinate multi-city travel (flights, hotels, cars) and maintain an accurate travel calendar; handle real-time changes. Prepare agendas, take notes in leadership meetings, track action items & due dates, and send timely summaries/follow-ups. Compile executive slides and create slide decks (design/formatting—partnering on content with leaders) aligned to brand templates. Draft, proof, and format emails, reports, and briefing docs; maintain strict confidentiality. Serve as a professional point of contact for internal teams and external partners. Operations & Project Coordination Build and maintain data tracking sheets and lightweight dashboards in Google Sheets and, when useful, surface status via Asana dashboards. Convert meeting notes into tasks with owners, due dates, and dependencies; keep projects current and nudge owners for updates. Keep OptiSigns (clinic digital signage) up to date with approved content and schedules. Assist with sourcing and purchasing facilities-related items (gather quotes, place orders, track deliveries). Support expense workflows in Ramp (submit receipts, code expenses, match transactions) and assist leaders with reimbursements. Facilitate clear communication across departments to reduce bottlenecks and keep work moving. Documentation & Brand Consistency Format policy/SOP documents to match company branding and templates (consistent headers, styles, tables, slide masters). Organize shared folders and version control for slides, policies, trackers, and meeting artifacts. What you’ll bring Equivalent combination of education and experience; Bachelor’s a plus. 3+ years supporting C-level executives. Proven experience in executive support, operations, or administrative roles. Strong organizational and multitasking skills. Excellent communication and interpersonal abilities. Proficiency in Google Suite and project management tools. Ability to work independently and handle high-pressure situations. Detail-oriented with a proactive approach to problem-solving. Why Join Us? Competitive salary and benefits package Supportive leadership team committed to employee success Benefits: 401(k) 401(k) matching Dental insurance Employee assistance program Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Professional development assistance Referral program Relocation assistance Tuition reimbursement Vision insurance Job Type: Full-time Salary: $65,000-$80,000 Ability to Commute: Oak Park, IL 60301 (hybrid with up to 40% in office)

Responsibilities

The Executive Assistant will manage complex calendars, coordinate multi-city travel, and prepare meeting agendas and notes. This role also involves compiling executive slides and maintaining communication across departments to ensure smooth operations.