Executive Administrative Assistant

Pasona N A, Inc.; Oak Brook (IL); On-site; USD 70,000 - 85,000; Full time

Job summary

Pasona N A, Inc. is seeking an experienced Executive Administrative Assistant in Oak Brook, IL to support senior leadership. The role focuses on calendar management, meeting coordination, travel arrangements, and confidential communications.

Approximately 70% of duties support the CFO and 30% support other executives. The position is full-time and onsite, requiring discretion, reliability, and exceptional organizational skills.

Qualifications

• High school diploma required; bachelor’s degree preferred.
• 7+ years of experience providing administrative support to senior executives.
• Strong calendar management, scheduling, and organizational skills.
• Experience coordinating business travel (domestic and international).
• Strong written and verbal communication; discretion with confidential information.
• Proficiency with Microsoft Office, Outlook, Teams and PowerPoint.

Responsibilities

• Manage executive calendars, appointments and scheduling
• Coordinate meetings and assist with meeting preparation
• Arrange domestic and international travel, itineraries and logistics
• Prepare and organize agendas, documents, presentations and materials
• Draft, edit and coordinate correspondence and business communications
• Serve as a point of contact for scheduling with stakeholders
• Track follow-up items and assist with post-meeting coordination
• Organize and maintain documents and reference materials
• Provide administrative support to senior executives as required
• Support other administrative duties and projects as assigned

Skills

Calendar management

Scheduling

Organization

Written & verbal communication

Discretion

Prioritization

Professionalism

Education

High school diploma

Bachelor’s degree preferred

Tools

Microsoft Office

Outlook

Teams

PowerPoint

Job description

Location: Oak Brook, IL

Employment Type: Full-time, Permanent

Work Schedule: Monday–Friday, Onsite

Salary: $70,000–$85,000 per year

Position Summary

A company in Oak Brook, IL is seeking an experienced Executive Administrative Assistant to provide day-to-day administrative support to senior leadership.

Approximately 70% of the role will be dedicated to supporting the CFO, with the remaining 30% supporting other company leaders as needed.

This position is primarily focused on traditional executive administrative support, including calendar management, meeting coordination, travel arrangements, correspondence, document preparation, and general administrative organization. This is not intended to be a highly strategic or business-partner role.

The ideal candidate is organized, professional, dependable, detail-oriented, and comfortable supporting senior executives. This position requires discretion, sound judgment, strong communication skills, and the ability to manage multiple priorities effectively.

Key Responsibilities

• Manage executive calendars, appointments, and scheduling
• Coordinate meetings and assist with meeting preparation
• Arrange domestic and international business travel, including itineraries and related logistics
• Prepare and organize agendas, documents, presentations, and meeting materials
• Draft, edit, and coordinate correspondence and business communications as needed
• Serve as a point of contact for internal and external stakeholders regarding scheduling and administrative matters
• Track follow-up items and assist with routine coordination after meetings
• Organize and maintain documents, files, and reference materials
• Handle sensitive and confidential information with discretionCoordinate calendars, meetings, and travel involving multiple executives as needed
• Provide administrative support to the CFO approximately 70% of the time and other company leaders approximately 30% of the time
• Assist with other administrative duties and projects as assigned

Qualifications

• High school diploma required; bachelor’s degree preferred
• 7+ years of experience providing administrative support to senior executives
• Strong calendar management, scheduling, and organizational skills
• Experience coordinating business travel and executive meetings
• Strong written and verbal communication skills
• Excellent attention to detail and ability to manage multiple priorities
• Professional, dependable, and service-oriented approach
• Excellent judgment and discretion when handling confidential information
• Proficiency with Microsoft Office, Outlook, Teams, and PowerPoint
• Ability to work effectively with senior executives and internal/external stakeholders
• Experience working in a global or international business environment is preferred
• Ability to work effectively across different cultures and time zones is a plus