Executive Administrative Assistant

Jobtailor; Illinois; On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor in Illinois seeks an experienced executive assistant to serve as an intermediary between the executive team, management and associates, handling confidential correspondence, calendar coordination and travel planning.

You will manage budgets and reports, prepare materials for meetings, and support cross-functional teams across time zones, delivering high-quality documents and polished presentations using Microsoft Office.

Qualifications

• Requires a HS diploma or equivalent and a minimum of 5+ years administrative experience.
• The ability to build relationships across the organization and partner with other Executive Assistants is strongly preferred.
• Skills in resolving conflicts and prioritizing tasks on behalf of the VP is preferred.
• Proven experience providing support to multiple executives distributed across various time zones is preferred.

Responsibilities

• Provide proactive executive level support and act as liaison between executives, management and staff.
• Prepare, route and file confidential correspondence and documents.
• Coordinate travel plans and expense reporting.
• Maintain confidential files, organize records and calendars for multiple executives.
• Organize meeting minutes and coordinate cross-functional teams.
• Create and update reports and presentations using Microsoft Office.

Skills

Executive Support

Cross-functional Collaboration

Time Management

Conflict Resolution

Interpersonal Communication

Strategic Thinking

Decision Making

Problem Solving

Education

HS diploma or equivalent

Tools

Microsoft Office

PowerPoint

Teams

Outlook

Excel

Word

Databases

Job description

• Serves as an intermediary between the executive, management, and associates
• Writes and routes confidential correspondence
• Screens, handles or distributes incoming phone calls and complaints
• Maintains confidential correspondence and general files
• Orders supplies
• Prepares and tracks budgets
• Coordinates travel plans
• Submits expense reports
• Compiles and distributes meeting minutes
• Compiles information for reports, documents and proposals
• Collates and assembles materials, makes arrangements for meetings/presentations
• Organize chart updates
• Prepares forms and reviews documentation for conformance with internal policies and procedures
• Utilizes various software packages such as spreadsheet, word processing, database and graphics to produce high quality reports, presentations and documents
• Research, verifies and prepares reports
• Creates and maintains databases
• Performs diversified and confidential administrative duties requiring comprehensive skill and knowledge of organization policies and procedures.

Requirements

• Requires a HS diploma or equivalent and a minimum of 5+ years administrative experience
• The ability to build relationships across the organization and partner with other Executive Assistants is strongly preferred
• Skills in resolving conflicts and prioritizing tasks on behalf of the VP is preferred
• Proven experience providing support to multiple executives distributed across various time zones is preferred
• Exceptional strategic thinking, decision-making, problem-solving skills, and adaptability highly preferred
• Experience interacting confidently with senior management and proven ability collaborating with cross-functional teams and coordinating efforts towards common goals strongly preferred
• Excellent written, oral, presentation and interpersonal communication skills, strong executive presence with the proven ability to negotiate expectations between multiple parties highly preferred
• Proficiency in Microsoft Office products, most notably in PowerPoint, Teams, Outlook, Excel and Word strongly preferred.

Core Competencies

Demonstrates exceptional administrative support capabilities, including proficiency in Microsoft Office products and the ability to manage confidential correspondence, budgets, and travel arrangements while collaborating effectively with senior management and cross-functional teams.

Highest-signal resume keywords

• Microsoft Office Proficiency
• Administrative Support Experience
• Budget Preparation and Tracking
• Conflict Resolution Skills
• Interpersonal Communication Skills

ATS Optimization Keywords

Hard Skills

• Budget Preparation
• Database Management
• Report Compilation
• Document Review
• Meeting Coordination

Soft Skills

• Strategic Thinking
• Decision-Making
• Problem-Solving
• Adaptability
• Relationship Building

Industry Keywords

• Confidential Correspondence
• Executive Support
• Cross-Functional Collaboration
• Time Zone Coordination
• Interpersonal Communication

Tools & Technologies

• Microsoft PowerPoint
• Microsoft Teams
• Microsoft Outlook
• Microsoft Excel
• Microsoft Word