A Groundbreaking Opportunity Awaits!
Are you ready to be at the heart of a transformative initiative that will shape the future of healthcare and community development in Chicago? The Roseland Medical District Commission (RMDC) is seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the Executive Director in executing a bold vision. This is more than just a job—it’s an opportunity to be a key player in an initiative that will make a lasting impact on healthcare accessibility, economic growth, and community well-being.
Why This Role?
This is your chance to be part of a groundbreaking initiative that sets forth a visionary framework for planning, designing, constructing, and operating a mixed-use campus centered on high-quality patient care, outpatient services, and community-driven investments to meet longstanding healthcare needs. If you’re a mission-driven, high-energy professional eager to play a pivotal role in this transformative journey, we want to hear from you.
Responsibilities
Power Executive Leadership
- Manage the Executive Director’s schedule and streamline operations to ensure high-impact decision-making.
- Coordinate and balance the complex calendars of a diverse team, ensuring seamless collaboration.
- Organize critical meetings, prepare reports, and ensure all action items are executed efficiently.
- Maintain internal records and dashboards to track key performance indicators (KPIs) and support executive-level reporting.
- Demonstrate initiative and contribute effectively to the organization's success by addressing administrative and strategic challenges.
Drive Operational Excellence
- Oversee the commission’s affairs, including sending meeting notices and serving as a public-facing representative when needed.
- Spearhead office operations by upgrading technology infrastructure, optimizing operational systems, and ensuring seamless connectivity and hybrid work capabilities.
- Take charge of financial responsibilities, including managing bank accounts, working with the treasurer, and maintaining fiscal accountability.
- Master government regulations and navigate legislative processes to drive policy changes and compliance efforts.
- Ensure the team is operationally ready to manage $25M in funding through meticulous planning and execution.
- Implement and maintain office systems and procedures to optimize efficiency, including document management and workflow tools.
- Prepare and submit timely invoices, reimbursement requests, and grant-related documentation.
- Coordinate logistics for Commission meetings, including agenda development, minutes, and follow-up tracking.
Champion Stakeholder Engagement
- Serve as the primary liaison between the Executive Director and key stakeholders—including government officials, healthcare providers, and community leaders—confidently representing the organization in high-level meetings and public engagements.
- Lead planning efforts for community events, ensuring meaningful engagement and visibility.
- Draft communications, memos, and reports on behalf of the Executive Director to ensure consistent messaging.
- Build and maintain a stakeholder database and engagement plan to deepen community and partner relationships.
- Support advocacy initiatives by preparing briefing materials, talking points, and summaries for legislative meetings.
What We’re Looking For
- Bachelor's degree in Business Administration, Public Administration, Healthcare Administration, or a related field preferred.
- Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role, preferably in healthcare, nonprofit, or government sectors.
- Prior experience working with boards, commissions, or government agencies is a plus.
- Proven experience as a successful project manager with strong organizational skills and the ability to effectively prioritize tasks in a fast-paced environment.
- Experience in change management and organizational development.
- Demonstrated experience in fiscal management, including budgeting, expense tracking, and ensuring financial accountability in alignment with organizational goals.
- Familiarity with grant compliance, public funding, or donor reporting is highly desirable.
- Experience supporting C-suite or executive-level leaders in fast-paced, mission-driven environments.
- Strong time management and ability to work both independently and collaboratively in a hybrid setting.
- Commitment to equity, public service, and community-centered development.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
- Ability to handle confidential information with integrity and professionalism.
Work Schedule
- Hybrid: Mondays and Fridays
- In Office: Tuesdays, Wednesdays and Thursdays