Executive Assistant

At Procare HR, we're on a mission to transform workforce outcomes for care providers through our industry-focused HR services model. We offer comprehensive HR services, including payroll processing, benefits administration, workers compensation management, and general HR support. Our core values drive our culture, emphasizing positivity, curiosity, accountability, gratitude, and growth.

Who We Are - Core Values

• We strike the gong – Actions have a ripple effect. Every engagement is an opportunity to have a positive impact on our clients and team.
• We laugh – Laughter is contagious. Keep it light when things are tough. Life is short, celebrate.
• We explore – Individual curiosity and resourcefulness lead us to better solutions.
• We show up – Sense of duty and accountability is part of our DNA. How we show up matters.
• We are grateful – We are grateful for our clients and for each other, and approach all situations with humility. We appreciate the experiences that have shaped us.
• We grow - We embrace the struggle that comes with personal growth so that we can better ourselves and our team.

About The Role

This role is responsible for providing a wide variety of highly skilled administrative support to both Chief Executive Officers. The ideal candidate will have exceptional multitasking abilities, strong communication skills, and the ability to handle sensitive information with confidentiality. This role requires someone who is proactive, adaptable, and can balance providing administrative support to two executives efficiently and effectively.

Responsibilities

Calendar Management

• Schedule meetings, appointments, and travel arrangements for both executives, ensuring effective time management and coordination

• Manage and prioritize all incoming communications, including emails, phone calls, and mail
• Draft and review correspondence on behalf of the executives

• Prepare meeting agendas, materials, and presentations
• Take meeting minutes and distribute them accordingly
• Follow up on action items and deadlines to ensure timely completion
• Make travel arrangements, including booking flights, accommodations, and ground transportation
• Prepare detailed itineraries and manage travel expenses

• Maintain confidential and sensitive information with the utmost discretion
• Organize and maintain electronic and physical files
• Build positive relationships with internal and external stakeholders, including clients, partners, vendors, and employees
• Handle inquires and redirect them as necessary

• Assist internal HR in planning and coordinating company events, conferences, and meetings, and guest arrangements
• Provide general administrative support, including photocopying, scanning, faxing, filing, and expense tracking
• Assist with basic office administration such office management supplies, filing and record-keeping, office maintenance, etc
• Assist with various special projects and initiatives as assigned by the executives
• Assist internal HR in planning and coordinating company events, conferences, and meetings, and guest arrangements

This Role is a Good Fit if You

• Have an associate degree in business administration or related field, preferred
• Possess 5+ years of demonstrated experience as an executive assistant or in a similar role, preferably supporting high-level executives
• Previously experienced working with multiple executives simultaneously would be beneficial
• Have strong organizational and multitasking abilities to manage the diverse needs and priorities of two CEOs efficiently
• Have exceptional written and verbal communication skills to interact effectively with executives, clients, and internal staff
• Are proficient with Microsoft Office Suite, and the ability to quickly adapt to new tools and technology
• PEO or HR Shared Service experience, preferred

The Perks

• Flexibility!
• Health insurance, with the company paying the single employee premium
• Company paid dental insurance
• Company paid life insurance
• Company paid short- and long-term disability insurance
• A 401K plan with company match
• Paid Time Off
• Additional ancillary benefits including Vision, Cancer, Critical Illness, Hospital Indemnity, Voluntary Life/AD&D, Accident and Legal
• Company paid parking at HQ – located near public transport in the vibrant North Loop

This job posting contains some general information about what it is like to work at Procare HR and is not a complete job description. Procare Team Members perform a number of different tasks every day, and this posting does not list all of the essential functions of the job.

Procare HR provides equal employment opportunities to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Discrimination of any type will not be tolerated.

Procare HR is an Equal Opportunity Employer.