Executive Assistant - Onsite Mon-Fri

The Executive Administrative Assistant will work in close partnership with our Executive team. This position requires strong organizational skills, an extremely proactive nature, resourcefulness, and creative problem-solving skills with a willingness to go the extra mile to solve any issue. The Executive Administrative Assistant will be an essential part of the team and have a hands-on role utilizing their knowledge of and experience with PowerPoint, Excel, and other tools to create presentations and effectively communicate data sets through engaging materials. 

This position will be onsite full time - Mon-Fri in our Chicago office located at 401 N. Michigan Ave. Suite 1600, 16th Floor, Chicago, IL 60611.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Other duties may be assigned. 

• Serve as the primary point of contact for all matters pertaining to the senior leader’s team managing a wide range of administrative and support tasks. 

• Expertly manage complex calendars with great attention and detail. Plans, coordinates, and ensures the schedules are followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to senior leader’s time and office. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 

• Assist with Office Management of the Chicago office as needed

• Exhibits strong interpersonal and organizational skills, great attention to detail as well as excellent listening, verbal and written communication skills. 

• Build rapport to effectively bridge communication between assigned senior leader(s) and others within the organization and externally, operating with tact, able to maintain confidence as necessary. 

• Complete critical aspects of deliverables with a hands-on approach providing content creation for presentations and correspondence utilizing Microsoft Office, delivering high quality outputs. May proofread and edit prepared content. 

• Organize, manage, and submit expense reports in a timely manner utilizing Concur. 

• Responsible for meeting logistics and coordination for virtual and on-site meetings including technology, presentation, preparation and distribution of meeting materials, preparation of meeting spaces, and coordination of catering services. 

• Oversee day-to-day operations of the Chicago office, serving as the primary on-site point of contact for facilities, vendors, and building management to ensure a well-functioning and professional work environment. 

• Coordinate Chicago office logistics including space planning, visitor coordination, supply management, and maintenance requests, ensuring the office meets the needs of local staff and visiting executives. 

• Partner with HR, IT, and Facilities teams to support employee onboarding, workspace setup, and office-related initiatives at the Chicago location. 

• Ensures total awareness of company’s initiatives and objectives, and effectively serves as backup coverage for other executive leadership team administrative assistants. 

SUPERVISORY RESPONSIBILITIES 

No 

QUALIFICATIONS 

EDUCATION AND/OR EXPERIENCE 

• Associates Degree preferred and/or equivalent years of administrative experience. 

• Experience of 3+ years as an administrative assistant for a Senior Vice President or C-Suite executive. 

• Strong communication (both written and verbal), leadership and time management skills. 

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. 

• Proficient with the use of computers and software programs (Windows, Microsoft Word, Excel PowerPoint, etc.). 

• Critical thinking, interpersonal and problem-solving skills. 

CERTIFICATES, LICENSES, REGISTRATIONS 

None 

COMPETENCIES (SKILLS AND ABILITIES) 

• Ability to juggle multiple projects, priorities and re-prioritize as necessary in order to align with current business objectives. 

• High level of customer service aptitude. 

• High level of motivation, self-starter, ability to quickly identify what needs to be accomplished. 

• Excellent communication skills and problem solving abilities. 

• Willingness to roll up your sleeves. 

• Ability to interact with employees at all levels. 

• Well organized and detail-oriented with good follow-up skills. 

• Proficient in Word, Excel, Outlook, Gmail. 

• Experience managing a physical office location preferred. 

PHYSICAL DEMANDS/WORK ENVIRONMENT 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Extensive computer work 

• Ability to lift up to 25 lbs.