Medical Group Executive Assistant

The Marmon Group LLC

As a part of the global industrial organization Marmon Holdings—which is backed by Berkshire Hathaway—you’ll be doing things that matter, leading at every level, and winning a better way. We’re committed to making a positive impact on the world, providing you with diverse learning and working opportunities, and fostering a culture where everyone’s empowered to be their best.

Marmon Medical is seeking a highly organized, proactive, and service-oriented Executive Assistant to provide primary support to the President, Marmon Medical, and coordinated administrative support to the Medical Group leadership team. This individual will own complex calendar and expense management, executive meeting and event coordination, presentation preparation, routine business paperwork, and follow-up on agreed actions and basic project milestones. The role requires sound judgment, discretion, attention to detail, and the ability to anticipate needs while working across Marmon’s decentralized medical businesses and corporate functions. This highly visible position is based in downtown Chicago and follows a hybrid schedule of 2/3 days per week in the office, with additional onsite support as business needs require.

Executive, Administrative and Group Support

• Provide primary executive and administrative support to the President, Marmon Medical, and coordinated support to Medical Group leaders and functions - Finance, HR, Compliance, and Continuous Improvement - as assigned.
• Own and proactively manage the President’s calendar, including prioritizing requests, resolving conflicts, coordinating across time zones, protecting preparation and travel time, and confirming that meeting objectives, attendees, and materials are clear.
• Coordinate business travel and manage end-to-end expense reporting for the President, including reservations, itineraries, receipts, coding, submission, reconciliation, and follow-up on approvals; provide routine support to Medical Group leaders as assigned.
• Coordinate and route routine paperwork and approval workflows for Medical Group leaders - including finance, HR, IT, compliance, travel, purchasing, and signature documents - ensuring completeness, timely follow-through, and organized recordkeeping.
• Partner with the Medical Group Finance to track and reconcile group invoices and expenses, route approvals, and maintain monthly departmental budget and spending trackers.
• Update, collate, format, and proofread PowerPoint presentations and other executive materials; maintain consistent templates and version control and ensure polished, executive-ready output.
• Build, organize, and maintain Medical Group SharePoint and intranet sites, document libraries, templates, and key administrative records.
• Develop positive relationships and collaborate with other Executive Assistants on projects, tasks, and communications across Marmon.
• Coordinate with the related Marmon companies and/or facilities teams on 25th-floor office, meeting, training, and event needs.
• Handle private and sensitive matters and personal information with uncompromising integrity and confidentiality.
• Foster positive and cooperative working relationships with internal and external contacts.
• Exercise sound judgment and make appropriate independent decisions regarding the planning, organization, and scheduling of work within established guidelines.

Presentation, Meeting and Event Management

• Plan and coordinate virtual and in-person executive meetings and events, including monthly Medical Group staff meetings, quarterly Medical Town Halls and business reviews, group lunches, the annual Medical Group leadership meeting, budget meetings, leadership offsites, and other priority forums.
• Work with meeting owners to develop agendas and timelines, coordinate content and pre-reads, collect and consolidate presentations, manage Teams/AV and recordings, and distribute final meeting materials.
• Ensure downtown office and training spaces adhere to Marmon protocols; coordinate meeting-space, facilities, catering, supplies, and onsite support with the related Marmon companies and/or facilities teams.
• Coordinate end-to-end meeting and event logistics, including venues, food, hotel and travel arrangements, meeting materials, attendee communications, calendar invitations, and contingency planning.
• Send timely invitations, updates, and reminders and coordinate with internal and external attendees to support strong participation and readiness.
• Capture and distribute meeting decisions and action items, including owners and due dates; maintain action trackers and follow up to support timely completion.
• Maintain basic project and mile