Executive Administrative Assistant

Capstone Mechanical, LP.; Deerfield (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

Capstone Mechanical, LP. is seeking an Executive Assistant in Deerfield, Illinois, to provide advanced administrative support to the CEO and executive leadership team. Responsibilities include calendar management, coordinating meetings, tracking expenses, and preparing travel arrangements. The ideal candidate will have a Bachelor’s degree and 5-7+ years of experience supporting C-Level executives. Proficiency in Microsoft Office and strong organizational skills are a must. This role may require occasional travel within the U.S.

Qualifications

• 5-7+ years of equivalent experience supporting C-Level executives.
• Ability to travel for meetings located throughout the U.S. (<10%).
• Self-starter and highly motivated.

Responsibilities

• Provide advanced administrative support for the CEO and executive leadership team.
• Coordinate meetings and manage calendar appointments.
• Track leadership team expenses and prepare expense reports.

Skills

Proficient in Microsoft Office

Strong organizational skills

Expert level written and verbal communication skills

Strong emotional intelligence

Strong prioritization skills

Ability to handle confidential information

Strong relationship building

Education

Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Word

Excel

Adobe Acrobat

Zoom Meetings

Job description

The Executive Assistant will provide advanced administrative support for the CEO and executive leadership team. This includes anticipating the needs of the team, providing organizational support and scheduling logistics. Strategic management of the team’s schedule, coordinating meetings with internal and external contacts, preparing, and tracking expenses and arranging complex travel will be critical to ensuring the leadership team’s ability to remain focused on critical business priorities. Additionally, this role will supervise the office manager to ensure support of day-to-day operations of the office.

Responsibilities

• Complete a range of advanced administrative tasks for the CEO including managing calendar of appointments, arranging detailed travel plans, developing communication, generating itineraries, and agendas.
• Proactively anticipate the needs of the CEO and strive to provide services or products before being requested.
• Provide administrative support to other Executive Team members in terms of coordinating schedules, managing meeting logistics, and making travel arrangements.
• Track leadership team expenses and prepare expense reports for reimbursement.
• Prepare presentations, correspondence, and other documents as requested by the CEO.
• Support the CEO as needed in preparing for internal or external meetings, conducting research and other similar tasks.
• Manage organizational communication, scheduling, and logistics for key internal events such as board meetings, staff meetings, retreats, and managers’ meetings. This includes logistical research and planning, day-of support, and invoice/billing management.
• Assist in answering the organization’s main line and direct calls as needed to team.
• As requested by the CEO, provide essential support to the Board of Directors, including serving as key point of contact, coordinating meeting logistics, communications, and materials.
• Provide supervision to office managers to ensure effective office operations, policies, and procedures.
• Support other functional areas and members of the leadership team with special projects as needed. May include projects in HR, Recruiting, Marketing, Development, Finance or Operations.
• Maintains discretion and confidentiality.
• Ability to travel for meetings located throughout the U.S. (<10%).
• Other tasks and duties as assigned.

Qualifications

• Bachelor’s degree strongly preferred.
• 5-7+ years of equivalent experience supporting C-Level executives.
• Proficient in Microsoft Office (Outlook, Word, Excel, Teams, and Power Point), Adobe Acrobat, and Zoom Meetings.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly in fast paced environment, with excellent attention to detail.
• Expert level written and verbal communication skills.
• Highly resourceful team-player, self-motivated with the ability to also be extremely effective independently.
• Strong prioritization skills required.
• Strong emotional intelligence and integrity.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Strong communicator, who embraces change and operates effectively within a decentralized reporting environment that is undergoing change.
• Must be a strong relationship builder, outgoing, and able to effectively liaise with a broad range of stakeholders, externally and internally.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Excellent organizational and peer management skills.
• Self-starter and highly motivated; must have intellectual curiosity, desire to learn, and passion for delivering industry best practice.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Reasonable Accommodation

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.