Executive Administrative Assistant

Insight Global; Chicago (IL); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Insight Global in Chicago is seeking an Executive Administrative Assistant to support our Talent Acquisition team with complex calendar management, interview scheduling, and coordination across candidates, recruiters, hiring managers, and executives.

The role thrives in a fast-paced environment, requiring proactiveness, strong organizational skills, and a keen eye for detail to deliver a seamless candidate and hiring-team experience.

Qualifications

• 3+ years of experience in executive/administrative roles.
• Proven calendar and scheduling management.
• Strong organizational skills and attention to detail.
• Excellent communication and stakeholder management.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional, customer-focused approach with a strong sense of urgency.

Responsibilities

• Manage complex interview scheduling across multiple teams, stakeholders, and time zones
• Coordinate calendars for recruiters, hiring managers, executives, and candidates
• Proactively resolve scheduling conflicts and prioritize urgent requests
• Serve as a primary point of contact throughout the interview process
• Facilitate virtual interview logistics through Outlook and Microsoft Teams
• Maintain accurate interview records and scheduling data within recruiting systems
• Support recruiting operations and administrative projects as needed
• Ensure a seamless, professional experience for candidates and hiring teams

Skills

Calendar management

High-volume scheduling

Organizational skills

Communication

Stakeholder management

Multitasking

Urgency

Tools

Outlook

Microsoft Teams

Workday

Job description

Title

Executive Administrative Assistant

Location

3 days hybrid Downtown Chicago

Required Qualifications

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Recruiting Coordinator, or similar support role
• Proven experience managing complex calendars and high-volume scheduling
• Strong organizational skills and attention to detail
• Excellent communication and stakeholder management abilities
• Ability to manage multiple priorities in a fast-paced environment
• Professional, customer-focused approach with a strong sense of urgency

Preferred Qualifications

• Experience supporting recruiting, human resources, or talent acquisition functions
• Familiarity with applicant tracking systems or HR systems such as Workday
• Experience partnering with executive assistants and cross-functional business teams

About the Role

We are seeking a highly organized and proactive Executive Assistant to support our Talent Acquisition team. This role is heavily focused on complex calendar management, interview scheduling, and coordination across candidates, recruiters, hiring managers, and executives.

The ideal candidate thrives in a fast-paced environment, excels at managing competing priorities, and is passionate about delivering an exceptional candidate and hiring manager experience.

Responsibilities

• Manage complex interview scheduling across multiple teams, stakeholders, and time zones
• Coordinate calendars for recruiters, hiring managers, executives, and candidates
• Proactively resolve scheduling conflicts and prioritize urgent requests
• Serve as a primary point of contact throughout the interview processFacilitate virtual interview logistics through Outlook and Microsoft Teams
• Maintain accurate interview records and scheduling data within recruiting systems
• Support recruiting operations and administrative projects as needed
• Ensure a seamless, professional experience for candidates and hiring teams