Executive Assistant - Remote

AHIMA•Chicago, IL

5d•Remote

About The Position

This role provides high-level executive administrative support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO), while also serving as a key project management partner to the Human Resources (HR) Department. The position requires a proactive, highly organized individual who can anticipate needs, manage complex schedules and priorities, and ensure seamless communication and coordination across multiple departments. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional discretion, and brings strong project management capabilities to support both executive leadership and HR initiatives.

Requirements

Minimum of five years of executive-level administrative support.
Demonstrated ability to multi-task and drive projects from inception to completion.
Strong organizational and time management skills with exceptional attention to detail.
Excellent project management skills and experience managing projects with internal and external stakeholders.
Fluent in Microsoft Office Suite, and Microsoft Teams
Ability to maintain strict confidentiality and handle sensitive information appropriately.
Excellent verbal/written communication, listening skills, and the ability to communicate with executive level positions.

Responsibilities

Preparing correspondence, presentations, meeting materials, and minutes for executive meetings, internal teams, and organizational events.
Coordinating all aspects of AHIMA Connect and other staff meetings, including scheduling, agenda development, and preparation of presentation materials.
Managing daily schedules, travel arrangements, and expense reporting for the executives.
Overseeing special projects and ensuring timely progress and completion.
Communicating key issues, updates, and information in a clear, concise, and well-organized manner to support informed decision-making.
Handling confidential and sensitive information with the highest level of discretion and professionalism.
Managing organizational resources such as staff organization charts, internal directories, birthday and anniversary lists, and employee life‑event acknowledgments.
Providing project management support for HR projects such as staff events, employee training, surveys, annual compliance reporting, etc.
Collaborating with HR to maintain and enhance AHIMA's SharePoint site, ensuring employee communications, resources, and information remain accurate, accessible, and well-organized.
Maintaining confidentiality and exercising sound judgement when handling sensitive information.