Executive Assistant

Reporting directly to the Chief People Officer, the Executive Assistant provides high-level support to key executives within the organization. This role serves as a primary point of contact for internal and external stakeholders and acts as a liaison to the senior management team. The Executive Assistant coordinates executive outreach, manages special projects, and ensures seamless day-to-day operations.

This position will be 100% in the Oak Brook office.

The ideal candidate is proactive, creative, and thrives in a dynamic, entrepreneurial environment driven by results and mission alignment. They must demonstrate sound judgment in diverse situations, possess exceptional written and verbal communication skills, and have strong administrative and organizational capabilities. The ability to prioritize multiple responsibilities, manage competing deadlines, and maintain confidentiality is essential.

The Executive Assistant will independently drive projects from initiation to completion, often under pressure, while handling a broad range of sensitive and confidential matters with professionalism and discretion.

Main Responsibilities:

• Manages complex executive calendars, aligning schedules with priorities and commitments. Coordinates travel plans, itineraries, meeting agendas, and prepares and submits expense reports. Drafts and reviews correspondence on behalf of executives.
• Acts as a liaison, communicating directly on behalf of supported executives with internal and external stakeholders.
• Coordinates board meeting agendas, attendance, and travel arrangements for board members.
• Develops and refines PowerPoint presentations for the ELT and Board meetings, ensuring adherence to style guides and consistency in format.
• Manages office supply inventory, restocking supplies, beverages, and ensuring the office environment is well-maintained and fully equipped to support daily operations.
• Provides seamless support for special projects involving cross-functional teams of internal and external stakeholders. Manages agendas, reserves meeting spaces, coordinates supplies, sets up A/V systems, and documents and distributes project notes.
• Researches, prioritizes, and follows up on incoming issues, including sensitive or confidential matters. Determines the appropriate course of action, referral, or response
• Collaborates closely with the executive team to ensure they are informed of upcoming commitments and responsibilities, providing timely follow-up.
• Leads efforts to build key relationships essential to organizational success and manages special projects with potential company-wide impact.
• Manages conflicting priorities, addressing matters proactively and ensuring timely project completion under deadline pressure.
• Performs additional administrative duties as needed, supporting various departments as required.

Required Qualifications:

• Bachelor’s degree with a minimum of five years of relevant experience, or seven years of experience in lieu of a degree.

• Advanced proficiency in Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook.
• Exceptional written and verbal communication skills.
• Demonstrated ability to anticipate needs, exercise sound judgment, and handle confidential matters with discretion and resourcefulness.
• Strong attention to detail with exceptional organizational and planning skills.
• Demonstrated initiative with the ability to both work independently and be resourceful.
• Proven ability to manage multiple competing priorities and staggered deadlines in a fast-paced environment
• Notary certification preferred

About Smart Care

Smart Care is a national repair and service provider for commercial foodservice, refrigeration, and cold storage equipment. Our offering of comprehensive mechanical services includes hot side cooking equipment, stand-alone refrigeration, specialty coffee and beverage, complex rack refrigeration and HVAC.

Smart Care is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected class status.  All qualified individuals are encouraged to apply. If you need a reasonable accommodation with respect to Smart Care’s application or hiring process due to a disability, please contact the Human Resources department at [email protected].