Executive Assistant

Reports To: CEO / Executive Leadership

Location: Chicago

Employment Type: Full-time

Job Summary

We are seeking a proactive, organized, and resourceful Executive Assistant to support the CEO and senior leadership team. The Executive Assistant will play a critical role in ensuring the smooth operation of daily activities, helping the executive focus on strategic priorities. The ideal candidate is a strong communicator with excellent attention to detail, time-management skills, and the ability to handle confidential information with discretion.

Key Responsibilities:

Administrative Support:

• Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements (domestic and international).
• Prepare and organize agendas, meeting materials, and presentations for internal and external meetings.
• Screen and respond to emails and other communications on behalf of the executive.
• Handle confidential documents, reports, and financial information.

Communication & Coordination:

• Serve as a key point of contact between the CEO, senior leadership, and external stakeholders.
• Facilitate effective communication across departments, ensuring that information flows smoothly.
• Draft correspondence, reports, and presentations as needed.
• Assist in preparing briefings and reports for key meetings and presentations.

Project Management:

• Track and manage various strategic initiatives, ensuring deadlines are met.
• Assist in organizing and overseeing special projects, events, and company-wide initiatives.
• Conduct research and compile data for decision-making processes.

Event Planning & Logistics:

• Plan and execute leadership meetings, offsites, and company events.
• Coordinate logistics for executive travel, speaking engagements, and conferences.

Team Support & Collaboration:

• Provide support to the senior leadership team, assisting with administrative tasks and special projects as needed.
• Build strong relationships with internal teams and external partners to facilitate efficient communication.

Qualifications:

• Proven experience as an Executive Assistant or similar role.
• Excellent organizational and multitasking skills, with the ability to manage multiple priorities in a fast-paced environment.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Salesforce.
• High level of discretion and confidentiality.
• Ability to work independently and make decisions with minimal supervision.
• Bachelor's degree in business administration, communications, or a related field is preferred but not required.

Desired Attributes:

• Detail-oriented and solutions-focused.
• Strong interpersonal skills and the ability to build relationships at all levels.
• Proactive and adaptable, with a "can-do" attitude.
• A team player with a collaborative approach