Overview
Adjustments Supervisor (Office Administrator IV) Jobs in Springfield, IL at State of Illinois
Company Summary: We are a rapidly growing, fully remote Intelligent Document Processing company that drives unmatched efficiency in the medical equipment, healthcare, and financial services industries. Leveraging techniques like optical character recognition, machine learning, and large language models, our platform empowers our customers to transform complex, unstructured data into actionable insights, expediting their revenue cycle and lowering their costs. Ultimately, this helps patients get the care they need more quickly while reducing frustration with both their provider and their insurance company.
While we currently focus primarily on the DME (Durable Medical Equipment) industry, we are exploring and developing additional applications of our solutions to broader problems within healthcare, finance, and beyond.
Position Summary: We are seeking a detail-oriented, resourceful, trustworthy, and reliable Executive Assistant to help ensure that our senior leaders stay productive, organized and efficient. This role reports directly to the CEO and supports the entire C-Suite. The Executive Assistant will handle a wide range of administrative tasks from email and calendar management to event planning, contributing to Notable Systems’ smooth operations and positive culture.
Job Duties:
Communications
Monitor executives’ email inboxes, triaging and sorting incoming messages to ensure that critical emails are addressed and junk emails are removed.
Manage email thread organization and follow-up to maintain continuity in ongoing conversations.
Draft emails, memos, and other communications on behalf of executives.
Maintain strict confidentiality when handling sensitive information and communications.
Calendar management
Coordinate meetings with internal and external attendees, including scheduling, agendas, and reminders.
Proactively manage meeting agendas, ensuring all necessary materials and preparation items are communicated in advance.
Manage executives’ calendars, including making appointments, resolving conflicts, and accepting and declining invitations on their behalf.
Identify and resolve scheduling conflicts across multiple executive calendars.
Work management
Assist executives with managing their workloads and priorities, documenting, tracking, and blocking out time for key tasks.
Prepare presentation decks, reports, and executive briefing materials.
Attend select meetings and track decisions and action items to ensure continuity.
Complete tasks requested by executives to inform their work, including conducting research, collecting information from employees and customers, and compiling data.
Identify barriers and pain points affecting executives’ personal productivity and effectiveness; propose and implement solutions.
Travel
Research travel and lodging options for executives.
Arrange travel details, such as booking flights, hotels, ground transportation, and restaurants.
Coordinate complex multi-city travel itineraries and manage last-minute changes.
Event planning
Assist with planning of various in-person events, including team retreats, client visits, and trade shows.
Research lodging, dining, and activity options for trips.
Attend select in-person events to assist with on-the-ground logistics.
Coordinate virtual events and webinars.
Expenses
Manage executives’ corporate expenses, including collecting and submitting receipts and entering memos to ensure timely reimbursement.
Review and approve expense submissions on behalf of executives as directed, ensuring compliance with company policies.
Research, obtain and submit missing receipts.
Required Qualifications:
At least 5 years of experience supporting senior and/or C-level executives
Strong computer literacy and technical proficiency
Excellent time management and organizational skills with the ability to multitask in a fast-paced work environment
Sound judgment and resourcefulness when handling complex situations independently
Thrives in a fast-paced, rapidly changing business environment where priorities can shift quickly – must be extremely nimble and adaptable
High level of attention to detail and commitment to accuracy
Ability to anticipate executives’ needs and proactively addressing them
Absolute discretion and ability to maintain confidentiality when handling sensitive information
Strong interpersonal skills with ability to build relationships with different types of people
Excellent written and verbal communication with ability to adapt to different audiences
Must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.
Preferred Qualifications
Experience supporting multiple executives simultaneously
Strong proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets and Slides)
Comfortable working on Mac computers and in the Apple ecosystem
Familiarity with Anthropic Claude, ChatGPT, or other large language models
Proficiency with Slack
Experience working in a small company environment (<100 employees)
Remote work background
Benefits
We offer comprehensive and competitive benefits, including:
10 company holidays per year
4 weeks of vacation per year
8 sick days per year
Health/dental/vision insurance
401K with company match
Paid parental leave
Work from Home Requirements
Reliable Internet: Minimum download speed of 50 mbps and upload speed of 10 mbps. You can test your internet speed at this link: https://www.speedtest.net
Smartphone: Must have a smartphone, as we use multi-factor authentication for logging in to our system, so you will need to download an app to your phone.
Equipment: Company laptop and optional external monitor will be provided.
Privacy: Must have a private place to work in order to protect the confidentiality of the patient data we access.
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Title: Adjustments Supervisor (Office Administrator IV)
Company: State of Illinois
Location: Springfield, IL
