EXECUTIVE ASSISTANT

Description

Position Summary

The Executive Assistant is a high-trust, high-impact role that sits at the center of Bridgemark Healthcare's operations. Supporting the President/Owner and collaborating with leaders across 21 facilities in a highly regulated, fast-moving healthcare environment, this position ensures that compliance, communication, and organizational systems run flawlessly. This is an ideal role for someone who thrives on diverse responsibilities, enjoys owning complex processes end-to-end, and takes pride in being the person who keeps everything running smoothly.

Key Responsibilities

In this role, you will regularly encounter challenges and opportunities that require resourcefulness, sound judgment, and creative problem-solving. While the responsibilities listed below are the predictable part of the job, it is your ability to navigate the unpredictable aspects that will define your success.

· Executive Support & Communication: Manage priorities, projects, and communication on behalf of the President/Owner, ensuring timely follow-through and clear information flow.

· Compliance & Licensing Coordination: Own all facility licensing, regulatory renewals, and documentation workflows across multiple states.

· Corporate Systems & Accounts: Oversee corporate credit cards, expense accounts, telecom accounts, and digital systems, ensuring timeliness, accuracy, and accountability.

· Administrative Functions: Handle annual corporate filings, including registered agent services, for approximately 40 limited liability companies.

· Travel & Events: Coordinate leadership travel and lodging, organize employee appreciation events in the operating locations, and assist with annual celebratory events.

· Legal & Risk Support: Maintain litigation logs, organize legal correspondence, and route notices to carriers.

Requirements

· Experience supporting senior executives or business owners

· Experience in the long-term care / senior care environment a strong plus

· Ability to anticipate needs and solve problems before they escalate

· Exceptional organizational and time-management skills

· Strong attention to detail and follow-through

· Ability to handle confidential and sensitive information with discretion

· Comfortable managing multiple systems, vendors, and accounts simultaneously

· Strong written and verbal communication skills

· Working knowledge of all (Microsoft) Office programs including Word, Outlook, Excel, and PowerPoint

What Success in This Role Looks Like

This position is critical to keeping executive leadership focused, facilities compliant, and operations running efficiently. The Executive Assistant is not just support — you are a strategic partner who keeps the engine running. You keep the President/Owner informed, prepared, and focused on the highest-value priorities. Compliance deadlines, renewals, and filings are always completed early and accurately. You build strong working relationships with remote teams and become a trusted point of contact. You create order, clarity, and predictability in a fast-moving environment.

Additional Details

The Executive Assistant will office in Oak Park IL, a quiet, focused environment where you'll work independently while supporting a geographically distributed leadership team. This role is ideal for someone who enjoys autonomy and takes initiative naturally. While the Executive Assistant will work closely with teams in St. Louis MO and O'Fallon IL, they will often be the only person in the Oak Park office and must be comfortable operating independently while maintaining strong communication with remote colleagues.

The previous Executive Assistant is partially retired and will provide extensive orientation and support to the new Executive Assistant.

Total travel is typically 1–2 days per month, with occasional additional trips for events or special projects. This includes monthly Leadership meetings and quarterly Administrator/Director of Nursing meetings, both in the St. Louis area, as well as occasional travel to industry events, celebrations in our operating locations, and other situations.

We Look Forward to Meeting You

This is a rare opportunity to step into a trusted, influential role at the heart of a mission-driven healthcare organization. If you're someone who loves making complex operations run smoothly and takes pride in being indispensable, we'd love to meet you.