(Eplan) Executive Assistant

Eplan; Schaumburg (IL); On-site; USD 65,000 - 100,000; Full time

Job summary

EPLAN, a global CAE software leader, is seeking an Executive Assistant to support the US executive staff from our Schaumburg, IL office. You will act as a gatekeeper, manage calendars, triage communications, and coordinate board-level meetings with precision.

The ideal candidate has 3–5+ years of admin experience, strong discretion, and proficiency with Microsoft 365 and calendar tools. This role demands polish, confidentiality, and the ability to keep the executive office running smoothly.

Qualifications

• 3–5+ years of administrative experience, with at least 2 years supporting senior leaders.
• Must reside in Schaumburg, IL and work from the Schaumburg office.
• Proven gatekeeping skills to protect executives' time and focus.
• Excellent written and verbal communication across all levels.
• Strong discretion with confidential information and high attention to detail.

Responsibilities

• Manage complex calendars, prioritize meetings, and resolve scheduling conflicts.
• Triage inbox, draft polished communications, and act as primary liaison for the executive office.
• Coordinate meetings, offsites, and events with end-to-end logistics and minutes.
• Arrange domestic and international travel with itineraries and expense reporting.
• Prepare presentations, reports, and spreadsheets to support daily operations.

Skills

Calendar management

Executive support

Gatekeeping

Communication

Discretion

Time management

Organization

Tools

Microsoft 365

Digital calendar management

Expense tracking systems

Job description

EPLAN is a global leader in computer-aided engineering (CAE) software solutions for electrical design, automation, and mechatronics. As part of the Friedhelm Loh Group, EPLAN works in close partnership with Rittal to deliver integrated engineering and manufacturing solutions that streamline workflows and accelerate digital transformation.

EPLAN’s platform enables companies to design and document electrical systems with precision and efficiency, supporting everything from schematic creation to panel layout and wiring. By connecting engineering data with Rittal’s automation systems and enclosure solutions, EPLAN helps customers reduce time-to-market, improve quality, and optimize production processes across a wide range of industries.

Role

The Executive Assistant provides dedicated, high-level administrative support to the US executive staff. Acting as the primary point of contact for the executive office, this role is critical in maintaining a smooth and efficient daily operating rhythm. The ideal candidate is a highly organized professional who excels as a gatekeeper—protecting the executives’ time, prioritizing schedule demands, and creating a buffer that allows the executives to focus on overarching business objectives. This position requires strong judgment, polished communication, and the ability to handle sensitive corporate information with absolute discretion.

Primary Responsibilities

• Calendar Management & Gatekeeping: Act as a professional buffer to protect the executives time by strategically managing complex calendars, prioritizing and filtering meeting requests, and proactively resolving scheduling conflicts to ensure adequate preparation and transition time.
• Communication & Inbox Triage: Serve as the primary liaison for the executive office by monitoring and triaging incoming correspondence, independently handling routine inquiries, and drafting polished communications and announcements on behalf of the executives.
• Meeting & Event Support: Coordinate end-to-end logistics for leadership meetings, offsites, and corporate events, while attending select meetings to capture accurate minutes and track action items for organizational follow-through.
• Travel & Expense Administration: Organize comprehensive domestic and international travel arrangements with detailed itineraries and seamlessly process executive expense reports and corporate card reconciliations.
• Administrative Operations: Support daily executive operations by preparing and formatting presentations, reports, and spreadsheets, while efficiently handling varying day-to-day administrative demands to keep the office running smoothly.

Qualifications

• Experience: 3–5+ years of administrative experience, with at least 2 years directly supporting senior leaders, VPs, or C-suite executives.
• Location: Must reside in the Schaumburg, IL area and work dependably from the Schaumburg office.
• Gatekeeping Skills: Proven ability to manage executive time effectively, confidently fielding requests and pushing back politely when necessary to protect the executives' focus.
• Communication: Excellent written and verbal communication skills; capable of interacting professionally with all levels of the organization.
• Technical Proficiency: Strong hands-on experience with Microsoft 365 solutions, digital calendar management, and expense tracking systems.
• Discretion & Organization: High level of integrity and proven experience handling confidential personnel, financial, and corporate information, coupled with exceptional attention to detail.

Additional Information

We will not sponsor applicants for work visas. Applicants must be authorized to work on an unrestricted basis. Hours: M-F. Must reside within the Schaumburg, IL office.

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