Executive Administrative Assistant

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Job Description:

Job Title: Executive Administrative Assistant

Reports To: President & CEO

Location: Chicago, IL

Status: Regular-Full Time

Summary of the Position:

Hitachi Industrial Equipment & Solutions America, LLC is seeking an experienced Executive Administrative Assistant to provide high-level support to senior leadership, including the President. This role is based at the front desk of our Elk Grove, IL office and requires a proactive, resourceful individual with outstanding communication skills, keen attention to detail, and a commitment to confidentiality. Given the fast-paced and dynamic nature of our executive environment, the ideal candidate will demonstrate flexibility, professionalism, and a solutions-oriented mindset.

Duties and Responsibilities:

• Provide executive-level administrative support to 2–4 members of the leadership team, including calendar management, meeting coordination, travel arrangements, client correspondence, and handling calls, mail, and emails.
• Coordinate complex scheduling, manage meeting logistics, and ensure timely flow of information to and from senior leadership.
• Arrange domestic and international travel, including accommodations, transportation, and meal planning; assist with expense reporting.
• Perform general office administrative tasks such as greeting visitors, answering incoming calls, ordering office supplies, managing mail distribution, and maintaining electronic and paper filing systems.
• Draft, edit, and format a range of documents, including reports, presentations, and correspondence.
• Organize team communications and assist in planning and executing internal and off-site events.
• Schedule and prepare for meetings, including creating agendas, organizing logistics, and recording meeting minutes.
• Provide administrative support for special projects and corporate initiatives as assigned.
• Maintain strict confidentiality with all sensitive materials, information, and discussions

Qualifications:

• 2+ years of experience in an administrative role reporting directly to upper management
• Self-motivated, high initiative, self-directed
• Strong attention to details
• Achievement oriented
• Excellent verbal and written communication skills
• Proficiency in Microsoft office Suite
• Ability to travel 30%
• Must be able to lift up to 25 lbs.

Education:

• High School Diploma or equivalent

Hitachi Industrial Equipment & Solutions America, LLC is an equal opportunity employer and will not discriminate based on race, religion, color, age, gender, sexual orientation, national origin, genetic information, veteran status, physical or mental disability, or other protected categories under applicable law, whether in recruitment, employment, promotion, transfer, compensation, or other conditions of employment.