Executive Administrative Assistant

Momsmeals; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

PTO & holidays

401(k) match

Life insurance

Short-term disability

Health, dental and vision insurance

Maternity/paternity leave

HSA

FSA health & dependent

Job summary

Momsmeals seeks an experienced Executive Administrative Assistant to provide high-level administrative support to senior executives. The role demands discretion, exceptional organization, and the ability to juggle multiple priorities in a fast-paced environment.

The position involves travel to Ankeny, IA up to 50% and occasional periods of 25%. The ideal candidate will be resourceful, efficient, and capable of handling sensitive information with professionalism.

Qualifications

• High school diploma or GED required.
• 5+ years of executive administrative assistant experience.
• Proven experience as an EA/administrative role and ability to work with senior executives.

Responsibilities

• Manage executives’ calendars, meetings, and travel arrangements.
• Prepare and edit correspondence, presentations and documents.
• Coordinate executive communications with clients and internal teams.
• Organize and maintain physical and digital files.

Skills

Excellent organizational skills

Time management

Written and verbal communication

Discretion and confidentiality

Multitasking

Education

High school diploma or GED

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

Executive Administrative Assistant – Overview

We are seeking a highly organized and proactive Executive Administrative Assistant to provide high-level administrative support to senior executives. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with the utmost discretion. The ideal candidate is resourceful, efficient, and capable of juggling multiple priorities in a fast-paced environment.

This position will travel to our Ankeny, IA headquarters 25% of the time with occasional periods of up to 50%.

Benefits

• PTO, holiday pay and holiday of choice
• 401(k) match
• Life insurance
• Short-term disability
• Health, dental and vision insurance
• Maternity/paternity leave
• Health savings account (HSA)
• Flex spending accounts (FSA) – health and dependent

Responsibilities

• Manage executives’ calendars, schedule meetings, appointments, and travel arrangements
• Prepare and edit correspondence, communications, presentations, and other documents
• Coordinate and manage executive communications, including taking calls, responding to emails, and interfacing with clients
• Organize and maintain files, records, and documentation (physical and digital)
• Facilitate smooth communication between the executive and internal departments or external partners
• Track and follow up on projects, action items, and deadlines
• Arrange logistics for meetings, events, and conferences
• Handle confidential documents ensuring they remain secure
• Prepare reports and briefings for meetings
• Assist with personal tasks and errands, when necessary

Qualifications

• High school diploma or GED
• 5+ years’ executive administrative assistant experience
• Proven experience as an executive assistant, administrative assistant, or similar role
• Excellent organizational and time management skills
• Outstanding written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools
• Ability to multitask and prioritize tasks with minimal supervision
• Discretion and confidentiality are essential

Work Conditions

• Repetitive motions that include the wrists, hands and/or fingers
• Sedentary work that primarily involves sitting, remaining in a stationary position for prolonged periods
• Visual perception to perform job including peripheral vision, depth perception, and the ability to adjust focus