Executive Admin Pro: Calendar, Travel & Events

Jobtailor; Illinois; On-site; USD 65,000 - 90,000; Full time

Job summary

Jobtailor in Illinois is seeking an experienced Executive/Administrative Assistant to support multiple executives from Director to Managing Vice President level. You will manage calendars, coordinate travel, and prepare expense reports while organizing team events and facilitating cross-team collaboration.

The role requires strong communication, organizational skills, and comfort using AI tools and video conferencing platforms.

Qualifications

• High School Diploma, GED or equivalent certification.
• At least 2 years of Administrative experience.
• At least 2 years of experience in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) or Google Workspace
• Associates Degree preferred.
• At least 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced environment
• At least 3+ years of calendar management supporting multiple executives
• At least 1+ year of meeting and event planning experience
• Experience utilizing AI tools such as Gemini, CoPilot, Claude or other AI solutions
• Experience setting up video conference and Zoom/Skype technology for meeting user
• Excellent written and verbal communications
• Excellent organizational skills
• Capital One will not sponsor a new applicant for employment authorization for this position

Responsibilities

• Support multiple executives ranging from Director to Managing Vice President level.
• Manage complex calendars, prioritize scheduling requests, and adjust to last-minute changes.
• Handle travel arrangements and create timely expense reports.
• Drive team activities and events, including all-hands meetings and social events.
• Circulate information, answer questions, and act as a team ambassador.
• Foster relationships with Administrative Assistants and other teams.
• Proactively solve complex problems using judgment and influencing skills.
• Partner with Administrative Assistants and colleagues to support collaboration

Skills

Calendar Management

Travel Arrangements

Expense Reporting

Event Planning

Microsoft Office Suite

Google Workspace

Video Conference Setup

Time Management

Problem Solving

Excellent Communication

Organizational Skills

Judgment

Influencing Skills

Education

High School Diploma

GED

Associates Degree

Tools

Zoom

Skype

AI Tools

Job description

Jobtailor in Illinois is seeking an experienced Executive/Administrative Assistant to support multiple executives from Director to Managing Vice President level. You will manage calendars, coordinate travel, and prepare expense reports while organizing team events and facilitating cross-team collaboration.

The role requires strong communication, organizational skills, and comfort using AI tools and video conferencing platforms.