Executive Administrative Assistant

Meraki Talent; Chicago (IL); On-site; USD 55,000 - 85,000; Full time

Job summary

Meraki Talent is seeking an Executive Administrative Assistant to support senior stakeholders in Chicago. The role will start with travel, expenses and diary management, with growth potential as responsibilities expand.

Responsibilities include coordinating domestic and international travel, submitting complex expense reports, drafting correspondence, arranging transportation, supporting events, and maintaining organized records. Strong discretion and proactive communication are essential.

Qualifications

• Proven experience in an administrative role managing travel and expenses.
• Excellent organisation and attention to detail.
• Strong communication and discretion.

Responsibilities

• Coordinating complex and frequently changing domestic and international travel arrangements
• Preparing and submitting multiple complex expense reports
• Drafting correspondence and thank-you letters
• Arranging ground transportation for meetings, travel and events
• Supporting the coordination of key events, including advisory board and investor meetings
• Maintaining databases, contacts and information accurately
• Managing an organised and accessible filing system
• Screening calls and communicating professionally with stakeholders at all levels
• Proven experience in an administrative role managing travel and expenses
• Experience with RAMP is preferred but not essential
• Exceptional organisation, attention to detail and follow-through
• Excellent communication and interpersonal skills
• Discretion, sound judgment and the ability to handle confidential information
• Someone proactive, adaptable and comfortable working with minimal direction

Skills

Travel coordination

Expense reporting

Diary management

Stakeholder communication

Discretion and confidentiality

Tools

RAMP

Job description

We’re working with a leading private equity firm in Chicago to appoint an Executive Administrative Assistant to support senior stakeholders.

This is an opportunity for a polished, proactive Administrative professional who thrives on managing complexity and keeping everything running seamlessly behind the scenes. Initially this role will be heavily focused on travel, expenses and diary management, with scope to expand responsibilities over time.

Key responsibilities include:

• Coordinating complex and frequently changing domestic and international travel arrangements
• Preparing and submitting multiple complex expense reports
• Drafting correspondence and thank-you letters
• Arranging ground transportation for meetings, travel and events
• Supporting the coordination of key events, including advisory board and investor meetings
• Maintaining databases, contacts and information accurately
• Managing an organised and accessible filing system
• Screening calls and communicating professionally with stakeholders at all levels
• Proven experience in an administrative role managing travel and expenses
• Experience with RAMP is preferred but not essential
• Exceptional organisation, attention to detail and follow-through
• Excellent communication and interpersonal skills
• Discretion, sound judgment and the ability to handle confidential information
• Someone proactive, adaptable and comfortable working with minimal direction