Executive Office Administrator / Paralegal (Chicago)

Madison Scientific is a developing an integrated management solution that aims to optimize treatment for hydrocephalus patients.The Executive Administrator / Office Manager will undertake a variety of day-to-day office and clerical tasks. They are integral part in ensuring that the office operations run smoothly and are successful in supporting other business activities. They will ensure that office operations are efficient and add maximum value to the organization.Duties and ResponsibilitiesGreet and assist visitors when they arrive at the officeAnswer main line phone calls/voicemails and direct to correct personDynamic Schedule Management for CEO and other executivesOrder and maintain office supplies inventoryBasic contract managementSetup and maintenance of corporate files and critical documentationOrder and maintain inventory of suppliesOrder equipment as needed for onboarding new employees: mouse, keyboard, monitors,, power strips, etc.) Keep stock for new hire prepHost interview candidates and assist with scheduling interviewsAssist IT with setting up new hire computers ahead of onboarding and additional onsite IT needsDesk setup for new hires. Coordinate with managers on desk location and be sure all equipment needed is ready on start dateManage company event coordinationArrange lunches/catering for group meetings, remote workers, Board of Directors, and visitor meetingsAssist board members, remote workers, and other third-party individuals with travel plansSupport other teams and executives with various administrative tasks as neededPoint person for general office questionsSupport in writing Standard Operating Proceedures. (SOPs)Light AccountingLight Purchasing and Shipping/ReceivingQualificationsProven experience as office manager or in a similar roleExperience in customer service a plusProven writing skillsBasic IT hardware skillsKnowledge of office management systems and proceduresKnowledge of Microsoft Office & G-suiteWorking knowledge of office equipment (e.g. printer, copier etc)Excellent communication and interpersonal skillsOrganized, with the ability to prioritize and multi-taskReliable, patient, and professionalEducationAssociates degreeParalegalBachelors degree in English or HistoryKey Leadership & Behavioral CompetenciesBusiness Acumen Knows how businesses work; knowledgeable in current and possible future policies, practices, trends, technology, and information affecting his/her business and organization; knows the competition; is aware of how strategies and tactics work in the marketplace.Problem Solving - Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.Dealing with Ambiguity Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn't upset when things are up in the air; doesn't have to finish things before moving on; can comfortably handle risk and uncertainty.Strategic Agility - Sees ahead clearly; can anticipate future consequences and trends accurately; has broad knowledge and perspective; is future oriented; can articulately paint credible pictures and visions of possibilities and likelihoods; can create competitive and breakthrough strategies and plans.Managing Through Systems - Can design practices, processes, and procedures which allow managing from a distance; is comfortable letting things manage themselves without intervening; can make things work through others without being there; can impact people and results remotely.Drive for Results - Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.Customer Focus - Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.Personal CharacteristicsWilling to have the direct and honest conversation. Not afraid to confront the facts (or be confronted) and develop a plan to move forward. Competitive spirit and drive to win. Strong sense of initiative, internal motivation and an unrelenting focus on results. Openness to feedback and coaching with a strong orientation towards continual learning and improvement. Ability to solicit, accept and provide direct feedback without defensiveness. Capacity to function in a highly complex, company with ease and fluidity, while driving and influencing results. Entrepreneurial, flexible, yet results-focused. High degree of intellectual curiosity, honesty and capability. Low ego and humble in spirit in spite of his/her track record of outstanding performance.

Created: 2025-09-24