Executive Assistant to the COO

1 month ago

Rosemont, Illinois, United States IMO Health Full time

Research shows that women and underrepresented groups only apply to jobs only if they think they meet 100% of the qualifications on a job description. IMO Health is committed to considering all candidates even if you don't think you meet 100% of the qualifications listed. We look forward to receiving your application

IMO Health is a clinical data intelligence business improving how data is used across the healthcare landscape. Combining rich, highly nuanced medical terminology, extensive domain knowledge, and artificial intelligence (AI), we expertly structure and operationalize clinical data to generate sharper insights and inform more intelligent decision-making.

For all IMO Health positions, if you live in the Greater Chicagoland Area, Houston, TX, or Roseville, CA, you'll be expected to work from any IMO Health office 2 days per week.

Reporting directly to the Director of Administration, the Executive Assistant provides executive, administrative, and development support primarily to the Chief Operating Officer and as well as a VP, Portfolio Management/Chief of Staff and VP, Commercialization.

The ideal Executive Assistant can navigate complex calendaring and travel, prep and coordinate executive meetings, and execute a variety of cross-functional projects. As a trusted member of the team, you will be a confidante on topics related to strategy, growth, operations, prioritization and feedback. You will be a key stakeholder in both confidential and high-visibility projects across the Leadership Team.

This position requires tact, professionalism, excellent organizational abilities, strong communication skills, a flexible attitude, and the ability to handle multiple tasks and project work while also attending to everyday responsibilities in a fast-paced environment.

IMO follows a hybrid model and requires on-site collaboration at our Rosemont HQ office at least twice per week. Additional on site presence will be needed when remote executives and board members are on site and for other client meetings and all company events.

What you'll do:

  • Assist the COO and VPs with daily administrative duties and complete a broad variety of administrative tasks that include managing an active calendar of appointments (including personal home calendar); completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, creating itineraries/agendas and compiling documents for meetings.
  • Communicate with the general staff on the COO and/or VPs behalf and coordinate logistics for high-level meetings both internally and externally. Coordinate meetings and strategic activities with the Executive Leadership Team (ELT) and the Management Team (MLT).
  • Serve as the administrative liaison to the Product & Operations senior management teams and manage meeting activities, which include coordinating team meetings; and compiling, assembling, and distributing meeting materials.
  • Bring a mindset for process improvement to all things, suggest more efficient ways to conduct core executive operations.

What you'll need

  • At least 5-10 years' experience supporting Executive(s), supporting multiple persons preferred.
  • Ability to interface well with all departments within the company as an extension of the COO and VPs as well as the Product & Operations team.
  • Proactive mentality and readiness to help other members of the Executive team and Administrative team.
  • Demonstrated ability to communicate effectively and professionally with external contacts of the organization.
  • Fast response time, especially to requests from executives.
  • World-class attention to detail: names are spelled correctly, time-zones are accurate, you proofread all of your work by default. You will be ghost writing for your executive.
  • Sound judgement and discretion to maintain confidentiality.
  • Demonstrated ability to handle multiple tasks simultaneously.
  • Exceptional organizational skills. Have systems to track key activities, follow up on all open items, no tasks fall through the cracks for both you and your Executive.
  • Ability to meet designated deadlines.
  • Team player mentality to support and collaborate with the administrative team. No job is too small.
  • A self-starter with the skill to anticipate possible administrative roadblocks and challenges.
  • Expertise with MS Office products, including Word, Excel, Access, Power Point, and Outlook.

What we'll give you:

  • The space to be innovative and collaborative with your peers and Executives.
  • Training from the best. Collectively, we've got years of expertise in Healthcare and IT.
  • Part of a tight-knit team that supports each other, challenges each other, and is looking to make a significant impact in the industry.
  • Excellent benefits package, including competitive benefits through multiple health, dental, and vision plans, 100% company match up to 5% contribution on your 401(k), flexible PTO and hours, and more

At IMO Health, we celebrate diversity and are committed to creating an inclusive environment for all employees. IMO Health is proud to be an equal opportunity workplace and is an affirmative action employer.

IMO Health also provides visa sponsorship opportunities. Please don't hesitate to apply if you meet all the qualifications for this position and require visa sponsorship.

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