Executive Assistant - Naperville, IL (01)

About Five-Star AudioVisual 

Founded in 1995, Five-Star AudioVisual, Inc. is a privately owned, fully independent audiovisual company dedicated exclusively to the luxury hospitality market. We partner with premier hotels, resorts, and event venues across the U.S., delivering seamless event technology experiences that elevate meetings, conferences, and live events. 

For three decades, Five-Star has remained at the forefront of the audiovisual industry by blending advanced technology, thoughtful design, and hospitality-driven service. We act as a true extension of our hotel partners, aligning with each property’s culture, brand, and standards to produce events that are polished, immersive, and reliable. 

Why Join the Five-Star Team 

At Five-Star AudioVisual, our people are the foundation of everything we do. As an independent company, we focus on long term partnerships, exceptional service, and investing in our teams. 

This is a unique opportunity to work directly with a C-suite executive at a fast growing company, gaining exposure to strategic initiatives, executive decision making, and corporate operations. 

Work Environment 

This is an on-site corporate role based at Five-Star AudioVisual’s headquarters in Naperville, Illinois. This position works closely with the Chief Operating Officer and senior leadership, supporting high-level priorities, communication, and organizational alignment. 

Reports to: Chief Operating Officer (COO) 

Position Summary 

The Executive Assistant to the COO provides high-level administrative, organizational, and strategic support to the Chief Operating Officer. This role requires exceptional judgment, professionalism, and attention to detail, along with the ability to manage competing priorities in a fast-paced corporate environment. 

The ideal candidate is a strong communicator, an experienced writer, highly organized, and capable of handling confidential information with discretion. This individual demonstrates ownership, initiative, and alignment with the company’s values and operating style. 

Key Responsibilities 

Executive Support 

• Manage complex calendars, scheduling, and meeting logistics for the COO 

• Coordinate executive communications, including email drafting, correspondence, and follow ups 

• Prepare presentations, reports, and written materials for internal and external use 

• Support meeting preparation including agendas, materials, and documentation 

Communication and Writing 

• Draft, edit, and refine internal communications, reports, and presentations 

• Ensure all written materials reflect professionalism, clarity, and brand standards 

• Serve as a liaison between the COO and internal and external stakeholders 

Corporate Coordination 

• Support company initiatives, leadership meetings, and strategic projects 

• Assist with planning and coordination for annual leadership conferences and corporate events 

• Maintain organized documentation, files, and shared systems 

Organization and Operations 

• Maintain structure across workflows, priorities, and follow ups 

• Track key deliverables, deadlines, and action items 

• Identify opportunities to improve organization, communication, and efficiency 

Confidentiality and Discretion 

• Handle sensitive and confidential information with the highest level of professionalism 

• Maintain strict adherence to company privacy standards and expectations 

Education and Experience 

• Bachelor’s degree required 

• 2 to 5 years of professional experience in an administrative, executive support, or corporate environment 

Skills and Attributes 

• Proficient in Microsoft 365 including Outlook, Word, Excel, and PowerPoint 

• Strong written and verbal communication skills 

• Experienced and confident writer with strong attention to detail 

• Highly organized with the ability to manage multiple priorities 

• Presentation development and formatting skills 

• Professional presence with strong interpersonal skills 

• Ability to handle sensitive information with discretion and integrity 

• Demonstrates ownership, accountability, and cultural alignment 

Full-Time Benefits 

• 401(k) with company matching 

• Roth 401(k) with matching 

• Medical, dental, and vision insurance 

• Health Savings Account 

• Life insurance 

• Paid vacation and sick time 

• Company paid holidays