Executive Assistant
Job Location: Chicago
Chicago
Want to make an impact?
We are seeking an experienced and highly organized Executive Assistant to support a member of our Senior Leadership Team (SLT). This role requires a proactive, detail-oriented individual who can handle multiple tasks simultaneously, manage complex calendars, and travel frequently across international locations to provide comprehensive administrative support.
Ways you will make a difference
1. Calendar Management:
- Efficiently manage and prioritize the Executive’s calendar, ensuring effective time management.
- Schedule and coordinate meetings, including managing all logistics such as time zones, virtual platforms, room reservations, and materials.
- Handle last-minute changes and urgent requests, ensuring smooth adjustments with minimal disruption.
2. Global Travel Coordination:
- Organize extensive international and domestic travel arrangements, including flights, accommodations, transportation, and itineraries.
- Prepare detailed travel agendas, ensuring all necessary documents (e.g., visas, itineraries) are prepared in advance.
- Provide support during travel for last-minute changes or issues as they arise.
3. Communication Management:
- Act as a liaison between the Executive and internal/external stakeholders.
- Screen, prioritize, and manage inbound communication (emails, etc.) for the Executive, ensuring timely responses and follow-ups.
- Draft, review, and manage correspondence on behalf of the Executive, ensuring professional and clear communication.
4. Meeting & Event Planning:
- Organize and coordinate both virtual and in-person meetings, conferences, and events.
- Manage logistics for small to medium scale meetings, including venue selection, catering, and AV setup.
- Assist with the preparation and distribution of agendas, reports, and presentations for meetings.
5. Project Support:
- Assist with the execution of special projects as assigned, often involving cross-functional teams.
- Track key deliverables and deadlines for projects involving the Executive, ensuring progress and on-time completion.
6. Confidentiality and Professionalism:
- Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
- Represent the Executive and company in a professional and positive manner, both internally and externally.
7. Administrative Support:
- Manage administrative duties such as filing, office supply procurement, and document organization.
- Support the broader executive team with ad-hoc tasks as needed.
Skills that will make you successful
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity tools.
- Ability to work independently and take initiative.
- Flexibility to adapt to shifting priorities and deadlines.
- Proficiency with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
- Strong interpersonal skills and ability to interact effectively with all levels of the organization.
Experiences that will support your success
- Bachelor's degree or equivalent work experience required.
- Minimum of 5-7 years of experience supporting senior executives in a fast-paced, global corporate environment, preferably within a CPG, retail, or similar industry.
- Extensive experience with complex calendar management and international travel coordination.
- Proven ability to handle sensitive information with confidentiality.