Executive Assistant

Jobtailor; Chicago (IL); On-site; USD 70,000 - 100,000; Full time

Job summary

Jobtailor in Chicago, IL seeks an experienced Executive Assistant to provide high-level support to two executives. The role requires managing complex calendars, coordinating cross-functional priorities, and ensuring smooth operational flow across business units.

You will handle expense reporting with SAP Concur, support meetings, and prepare documents using Office tools. Strong communication, attention to detail, and adaptability are essential to succeed in this fast-paced corporate environment.

Qualifications

• 5+ years of experience as an Executive Assistant to multiple executives.
• Experience in administrative support or similar role in a corporate environment.
• Hands-on experience with expense reporting software (SAP Concur) for reporting and compliance.
• Strong written and verbal communication skills for cross-team/vendor interactions.
• Exceptional attention to detail and accuracy in financial/admin tasks.
• Ability to manage multiple priorities and ad-hoc requests in a fast-paced environment.

Responsibilities

• Provide high-level executive support to two leaders, managing complex calendars and cross-functional priorities.
• Coordinate meetings in-office and externally and handle follow-up logistics.
• Serve as primary contact for expense inquiries, guiding employees and ensuring policy compliance.
• Process and audit expense reports using SAP Concur with timely submission.
• Prepare documents and presentations using Word, Excel, and PowerPoint.
• Maintain organized records of expense submissions and approvals for audits.

Skills

Communication

Attention to detail

Multitasking

Adaptability

Tools

SAP Concur

Microsoft Office

Job description

Responsibilities

• Provide high-level executive support to two vertical leaders, managing complex calendars, coordinating cross-functional priorities, and ensuring seamless operational flow across both business units.
• Manage and process expense reports accurately and efficiently using SAP Concur, ensuring compliance with company policies and timelines.
• Serve as the primary point of contact for expense-related inquiries, providing clear guidance and support to employees.
• Coordinate meetings both in-office and externally, ensuring smooth logistics and follow-up.
• Communicate effectively across teams and with vendors to resolve discrepancies and ensure smooth financial operations.
• Handle ad-hoc administrative requests with flexibility and a proactive approach, supporting various departments as needed.
• Maintain organized records of expense submissions and approvals for audit and reporting purposes.
• Demonstrate strong attention to detail and problem-solving skills to identify and correct errors in expense reporting.
• Prepare documents and presentations using Word, Excel, and PowerPoint.
• Apply AI knowledge to streamline workflows and enhance productivity.

Requirements

• 5+ years of experience as an Executive Assistant to multiple executives.
• Proven experience in administrative support or similar role, preferably in a corporate environment.
• Hands‑on experience with SAP Concur or similar expense management software for reporting and compliance.
• Strong communication skills, both written and verbal, with the ability to interact professionally across teams and with vendors.
• Exceptional attention to detail and accuracy in financial and administrative tasks.
• Ability to manage multiple priorities and handle ad-hoc requests in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and other productivity tools.
• Organizational and problem-solving skills to ensure efficient workflow and timely completion of tasks.
• Flexibility and adaptability to support evolving business needs.
• High level of integrity and confidentiality when handling sensitive information.

Demonstrates extensive experience in providing executive support, managing complex calendars, and coordinating cross-functional priorities. Proficient in SAP Concur for expense management and skilled in Microsoft Office Suite to prepare documents and presentations.