Executive Assistant - Chicago - ReGenesis369

Description

We're Hiring: Executive Assistant

Chicago, Illinois and surrounds (Hybrid)

ReGenesis369 | Wellness / Functional Medicine

Availability: ASAP – Immediately

Compensation & Growth Opportunity

This position offers significant growth opportunities as the company scales. The starting salary will be reviewed and adjusted over time based on performance, contribution, and company growth.

Salary Range: $50,000 – $85,000 per annum (Negotiable)

(Depending on experience, location, and skill set)

About ReGenesis369

ReGenesis369 is an online holistic wellness transformation program dedicated to helping individuals overcome pre-existing conditions.

Through step-by-step guidance and live online coaching, we support individuals in addressing the root causes of imbalance accumulated over time. Our approach is holistic and systematic, focused on restoring the body and supporting overall wellbeing.

We are building a mission-driven company focused on helping people transform their lives through structured, guided wellness programs.

We are looking for a driven professional who is highly organized, proactive, and passionate about people and wellness — someone eager to grow within a company that is scaling rapidly.

You will work directly with the CEO and leadership team, gaining exposure to how a mission-driven business operates and scales.

1. The Role

As Executive Assistant, you will serve as the CEO's right hand and operational anchor. Your primary responsibility is to protect executive focus, translate vision into execution, and ensure priorities move forward without friction.

You will manage executive workflow, communication, and coordination across the organization, acting as the connective layer between leadership, operations, and clinical teams.

This role requires high discretion, exceptional organization, and the ability to think ahead. You will anticipate needs, streamline decision-making, and ensure that conversations turn into clear, actionable outcomes.

You are not simply supporting the executive — you are enabling the executive to operate at the highest level.

This is a high-trust, high-visibility position requiring initiative, precision, maturity, and consistent follow-through.

What it will take to succeed in this role:

To be successful in this position, you must operate with exceptional attention to detail and a high level of real time execution capability.

This role requires the ability to accurately and efficiently analyze live meetings as they happen, extracting key decisions, commitments, deadlines, and strategic signals in real time.

You must be able to:

• Identify critical information instantly

• Translate discussion into clear, structured next steps

• Communicate outcomes to all stakeholders including CEO, operations, clinical teams, and clients

• Ensure every person involved knows exactly what is happening and what is expected of them

• Maintain accuracy across all communication channels

You will be responsible for keeping all platforms up to date, including CRM, calendars, documentation systems, project management tools, and communication threads, ensuring that no action item is lost and no detail is overlooked.

This is a fast paced environment where priorities shift quickly. You must be able to adapt at the same speed as leadership decisions are made.

Proactivity is not optional. It is essential.

You should anticipate needs before they are verbalized, recognize gaps before they become problems, and maintain operational clarity even when circumstances evolve rapidly.

If you thrive in high performance environments, enjoy precision, and take ownership of execution at the highest standard, this role is designed for you.

Core Skill Requirement

Real-Time Executive Coordination

The ability to:

• Actively listen during live meetings (e.g., Zoom)

• Extract key decisions and action items instantly

• Translate conversation into structured next steps

• Simultaneously input data into CRM, email, project management software, and calendars

• Maintain full conversational presence while executing operational follow-through

• Organize and prioritize shifting executive demands in real time

• Anticipate operational needs before they are verbalized

• Ensure nothing discussed remains unexecuted

• Protect leadership focus by handling execution layers proactively

Competencies Involved

Advanced Active Listening

• Hearing beyond words

• Identifying implied tasks

• Catching deadlines and ownership assignments

• Recognizing priority signals from leadership

Real-Time Information Processing

• Filtering noise vs. action items

• Converting discussion into structured execution

• Distilling complex dialogue into clear deliverables

Cognitive Multithreading

• Managing multiple software platforms at once

• Maintaining accuracy under live conditions

• Operating across CRM, scheduling, documentation, and communication tools simultaneously

Operational Translation

• Turning strategy into tasks

• Assigning deliverables immediately

• Building timelines and accountability structures from conversation

Executive-Level Discretion

• Knowing what matters

• Knowing what can wait

• Handling sensitive information appropriately

• Understanding the strategic implications of operational decisions

Priority & Workflow Management

• Managing multiple priorities without losing clarity

• Creating order in fast-paced environments

• Maintaining structured follow-through

Execution Accountability

• Tracking commitments made in meetings

• Following up on deliverables

• Ensuring alignment across leadership and operations

Key Responsibilities

Executive Support

• Manage CEO calendar and workflow

• Coordinate meetings, agendas, and follow-ups

• Prepare reports, summaries, and presentations

• Track key initiatives and ensure accountability

• Anticipate needs and remove bottlenecks

• Protect executive focus and time

Communication & Coordination

• Provide weekly reporting and operational updates

• Prepare detailed briefs for client and internal calls

• Lead email communications as liaison

• Coordinate order processing, shipping logistics, and POs

• Maintain accurate transaction and shipment records

• Identify and resolve operational gaps

Clinical Coordination

• Coordinate patient intake and documentation

• Schedule appointments and follow-ups

• Maintain CRM accuracy

• Track protocol implementation

• Monitor client progress and flag concerns

• Organize lab reports and documentation

• Maintain quality control across workflows

Operations & Workflow Management

• Coordinate internal workflows

• Align admin, operations, and leadership priorities

• Strengthen systems as the company scales

• Improve efficiency and process clarity

• Support implementation of tools and systems

Documentation & Systems

• Maintain SOPs and internal systems

• Organize knowledge bases

• Support audit preparation

• Handle sensitive records appropriately

What We're Looking For

Experience

• 3–7 years in executive support, administration, operations, or high-level coordination

• Experience in health, wellness, startup, or high-growth environments preferred

Core Skills

• Strong organization and time management

• High attention to detail

• Ability to manage multiple priorities

• Strong written and verbal communication

• Professional, reliable, and proactive

• Comfortable working directly with leadership

• Independent thinker who takes ownership

Tech Stack

• Google Workspace (Docs, Sheets, Calendar)

• Airtable, Calendly, Fathom, Miro, ClickUp, Notion

• CRM systems

• Comfortable learning new software

What You'll Gain

• Direct exposure to executive leadership

• Hands-on experience scaling a mission-driven company

• Opportunity for long-term growth, this is a high growth position

• Meaningful work impacting lives

• Professional development in a high-performance environment