Administrative Assistant

McDonald's; Chicago (IL); On-site; USD 43,000 - 53,000; Full time

Benefits offered by this job

Bonus eligible

Benefits eligible

Job summary

McDonald’s HQ in Chicago seeks an Executive Assistant to provide high-level support to senior leaders, manage complex calendars across time zones, coordinate domestic and international travel, and prepare briefing materials.

The role requires 3+ years supporting VP or C-suite executives, strong discretion, excellent written and verbal communication, proficiency in Microsoft Office 365, and the ability to work in a matrixed organization with multiple stakeholders.

Qualifications

• 3+ years providing admin support to VP/C-suite executives.
• Experience in a matrixed org with multiple stakeholders.
• Advanced proficiency in MS Office 365.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide executive-level administrative support to senior leaders, including calendar management and meeting coordination across time zones.
• Coordinate domestic and international travel, flights, hotels, and itineraries.
• Process expense reports in a timely manner.
• Prepare briefing materials and agendas in advance.
• Manage shared inboxes and facilitate cross-team communication.
• Coordinate end-to-end meeting logistics, including virtual links and materials.
• Draft or lightly edit routine correspondence and presentations.
• Provide back-up support for leaders and admin colleagues as needed.
• Collaborate with the admin team to ensure continuity of support.
• Take on special projects to support leadership priorities.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion

Organizational skills

Cross-functional teamwork

Proactive thinking

Tools

Microsoft Office 365

WebEx

Teams

Job description

Department Overview

Ronald McDonald House® is an independent, nonprofit 501(C)(3) organization that cares for families when they have children who are ill or injured. Through a global network of 250+ independently operated Chapters in 60+ countries and regions, we surround families with the resources, services, and support they need, removing barriers so they can be at the heart of their child’s care and ensure the best possible health outcomes.

Ronald McDonald House strives to be part of the solution to the challenges families face when a child needs healthcare, whether that means staying close to a hospitalized child, affording to remain together while a child undergoes treatment far from home, or accessing basic medical and dental care in underserved communities. Through our resources and community partnerships, we help families gain access to healthcare services and stay together during critical moments in their children’s lives.

Ronald McDonald House® is an independent, nonprofit 501(C)(3) organization that cares for families when they have children who are ill or injured. Through a global network of 250+ independently operated Chapters in 60+ countries and regions, we surround families with the resources, services, and support they need, removing barriers so they can be at the heart of their child’s care and ensure the best possible health outcomes.

Ronald McDonald House strives to be part of the solution to the challenges families face when a child needs healthcare, whether that means staying close to a hospitalized child, affording to remain together while a child undergoes treatment far from home, or accessing basic medical and dental care in underserved communities. Through our resources and community partnerships, we help families gain access to healthcare services and stay together during critical moments in their children’s lives.

Duties

• Provide executive-level administrative support to assigned senior leaders, including complex calendar management, scheduling, and meeting coordination across multiple time zones.
• Proactively manage calendars by anticipating conflicts, aligning schedules to organizational priorities, and ensuring leaders are prepared for meetings and key engagements. Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, and travel documentation such as visas, while optimizing leaders' time and availability.
• Process expense reports accurately and in a timely manner.
• Keep leaders on schedule by providing reminders and ensuring required documents, briefing materials, and agendas are prepared in advance.
• Serve as a professional point of contact for internal and external stakeholders, including donors, board members, Chapter leaders, consultants, and external partners.
• Coordinate meeting logistics end-to-end, including room reservations, virtual meeting links, materials, food and beverage, and follow-up actions.
• Draft or lightly edit routine correspondence and presentation materials on behalf of senior leaders, as appropriate.
• Manage shared inboxes and administrative processes as assigned.
• Collaborate closely with the administrative team to ensure seamless coverage, workload balancing, and continuity of support across the organization.
• Provide back-up support for senior leaders and administrative colleagues as needed to ensure business continuity and exceptional service.
• Take on additional responsibilities and special projects to support senior leadership and evolving organizational priorities.

Qualifications

• Ability to work on-site at McDonald’s Headquarters three days per week.
• 3+ years of experience providing administrative support to VP-level and/or C-suite executives, including calendar management and travel coordination.
• Experience working in a matrixed organization with shared priorities, multiple stakeholders, and competing demands.
• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, SharePoint).
• Experience using virtual meeting platforms such as WebEx, Teams, or similar tools.
• Strong written and verbal communication skills.
• Highly proactive and anticipatory, with the ability to think several steps ahead.
• Confidence interacting professionally with donors, board members, and senior external partners.
• Demonstrated ability to handle highly confidential and sensitive information with discretion and sound judgment.
• Strong organizational skills and attention to detail.
• Strong follow-through and ability to close loops without being prompted.
• Ability to prioritize effectively, work well under pressure, and adapt to a constantly evolving environment.
• Team-oriented mindset with a willingness to provide back-up support and contribute to shared success.

Compensation

Bonus Eligible: Yes

Long - Term Incentive: No

Benefits Eligible: Yes

Salary Range

The expected salary range for this role is $30.87 - $38.59 per hour.

The above represents the expected salary range for this job requisition. Ultimately, in determining your pay, we may also consider your experience, and other job-related factors.

Additional Information

Benefits eligible: This position offers health and welfare benefits, including but not limited to comprehensive health insurance, which includes medical, prescription drug, mental health, dental and vision coverage, as well as, life insurance.

Bonus eligible: This position is eligible for a bonus, calculated based on individual and company performance.

McDonald’s is an equal opportunity employer committed to the diversity of our workforce. We promote an inclusive work environment that creates feel-good moments for everyone. McDonald’s provides reasonable accommodations to qualified individuals with disabilities as part of the application or hiring process or to perform the essential functions of their job. If you need assistance accessing or reading this job posting or otherwise feel you need an accommodation during the application or hiring process, please contact [e-mail]. Reasonable accommodations will be determined on a case-by-case basis.

McDonald’s provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to sex, sex stereotyping, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), race, color, religion, ancestry or national origin, age, disability status, medical condition, marital status, sexual orientation, gender, gender identity, gender expression, transgender status, protected military or veteran status, citizenship status, genetic information, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Nothing in this job posting or description should be construed as an offer or guarantee of employment.