Location: Waukegan,IL, USA
The Executive Assistant is a valuable member of our Business Operations, Finance, and Administration teams who provides highly responsible and confidential secretarial, administrative, and operational support for the assigned Director and key leadership. This individual performs administrative tasks requiring making responsible decisions in accordance with established policies/procedures and provides assistance/coverage to administrative staff when necessary.
Schedule: Monday - Friday (8 am - 4:30 pm)
Leadership Support:
* Provides comprehensive administrative support to the assigned Director, Associate Director, Deputy Director, and other senior leaders, ensuring seamless execution of daily activities.
* Prepares, reviews, and formats correspondence, memos, presentations, and reports for the leadership team.
* Coordinates schedules, appointments, and meetings, ensuring alignment across the leadership team's calendars.
* Takes and transcribes minutes for executive and committee meetings, maintaining precise records and ensuring follow-up actions are tracked.
Operations and Coordination:
* Acts as the primary point of contact for internal and external communications for the leadership team.
* Develops and implements office procedures to improve efficiency and organization.
* Oversees the preparation of meeting agendas and packets for committees, including the Lake County Community Health Center Governing Council, and ensures accurate record-keeping.
* Manages travel arrangements, expense reports, and procurement reconciliations, ensuring compliance with agency policies.
* May coordinate and support the timely and accurate response to Freedom of Information Act (FOIA) requests in support of the Chief FOIA Officer or as a Deputy FOIA Officer
Technology and Data Management:
* Utilizes advanced computer software to streamline processes and enhance productivity (e.g., Microsoft Office Suite, project management tools, data analysis software).
* Collects and analyzes data for presentations, reports, and decision-making support.
* Maintains up-to-date knowledge of agency systems and responds to inquiries with limited guidance.
* Troubleshoots and resolves office equipment, software, and technology issues in collaboration with IT support.
Project and Compliance Support:
* Coordinates onboarding processes, including preparation of new hire packets and submission to Human Resources.
* Monitors and tracks compliance requirements, such as completion of required training or assigned agency procedures, ensuring adherence to regulatory standards.
* Supports the leadership team by collecting, reviewing, and synthesizing information for special projects or initiatives.
Stakeholder Engagement:
* Represents the agency professionally in interactions with Board of Health members, community councils, and external partners.
* Liaises with council members, association representatives, and consultants to address administrative needs.
* Maintains and updates committee membership and mailing lists, ensuring accurate communication channels.
* Performs specialized research as directed
* Performs other duties as assigned
* Proven experience in administrative or executive assistant roles, preferably in a healthcare or public sector environment.
* Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
* Strong interpersonal and organizational skills, with a focus on accuracy and attention to detail.
* Ability to work independently and collaboratively in a fast-paced environment.
* Familiarity with compliance requirements in healthcare or similar regulated industries is a plus.
* Ability to work both independently and as an active team member without direct supervision.
* Ability to demonstrate competent listening, communication, and interactive skills with clients and collaterals.
* Ability to demonstrate effective problem-solving skills.
* Ability to set and maintain boundaries with internal and external customers.
As the largest human service provider in Lake County, we believe that services must be available without barriers. No residents are turned away due to the inability to pay. We believe in providing services in an environment of mutual respect, free of discrimination or bias. Whether assuring accessible and effective care, impacting policy, or assessing and monitoring risks, the Lake County Health Department and Community Health Center has been an essential part of the public health system in Lake County for 60 years. We are looking for passionate, qualified team members who can help make a difference in our agency and, most importantly, in our community.
Additional information about the Lake County Health Department, our culture, and why you should join our team can be found at
Currently, you must reside in Illinois or Wisconsin to work for the Lake County Health Department. Any offer of employment is conditioned on the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.
The Lake County Health Department and Community Health Center is an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sexual orientation, gender identity or gender expression, national origin, disability, veteran status, and other protected characteristics.