Executive Assistant

Pantheon Systems, Inc; Chicago (IL); Hybrid; USD 98,000 - 130,000; Full time

Benefits offered by this job

Flexible time off

Comprehensive medical insurance

Monthly wellness allowance

Job summary

Pantheon Systems, Inc is in search of an Executive Assistant based in Chicago, IL, who will provide high-level support to C-Level executives. The ideal candidate will manage schedules, coordinate meetings, and organize team off-site events.

Successful applicants should possess strong organizational skills, project management experience, and proficiency in Google Workspace, alongside a proactive approach to solving problems.

Qualifications

• 5+ years of experience supporting C-Level executives.
• Ability to coordinate multiple initiatives competently.
• Experience in event planning for off-site meetings.

Responsibilities

• Manage executive schedules and logistics.
• Organize off-site events quarterly.
• Assist in strategic initiatives and problem-solving.

Skills

Highly organized

Detail-oriented

Project management

Expertise in Google Workspace

Strong communication skills

Education

Bachelor’s degree or equivalent experience

Tools

Google Workspace

Job description

About Pantheon

Pantheon WebOps Platform powers the open web, running more than 300,000 sites in the cloud for customers including Google, Princeton, Salesloft and Doctors Without Borders. Every day, thousands of developers and marketers create, iterate, and scale WordPress and Drupal sites to reach billions of people globally. Pantheon’s multitenant, container-based platform enables organizations to manage all of their websites from a single dashboard. Organizations including Clorox and the United Nations drive results through accelerated development and real‑time publishing using Pantheon’s collaborative workflows.

The Role

We are growing and evolving, and we’re looking for sharp, capable people who are ready to step in and make an impact. In this role, you will provide comprehensive, high‑level support to C‑Level executives, managing a range of projects, coordinating meeting logistics, overseeing travel and accommodations, and handling expense reporting.

In addition to keeping our executives’ days running smoothly, there are a few other superpowers needed to be successful at Pantheon. As part of our working culture, we find real value in our teams meeting and collaborating in person. As an Executive Assistant at Pantheon, you will plan and organize team off‑site events on a quarterly basis. Working closely with the leadership team is key to tailoring each off‑site based on the team, location, and agenda. A great eye for detail and a genuine passion for creating memorable experiences are essential to making each event feel meaningful and impactful.

An Executive Assistant at Pantheon serves as a trusted partner to our leadership team, proactively solving problems, coordinating strategic initiatives, and ensuring critical business priorities stay on track. This role extends beyond traditional administrative support and requires strong business acumen, project management skills, and the ability to operate effectively across multiple stakeholders and functions. Success in this role depends on anticipating needs, navigating competing priorities, building strong cross‑functional relationships, and maintaining clear, consistent communication across the company. The ability to adapt quickly and shift seamlessly between strategic initiatives and day‑to‑day executive support is essential.

This is an hybrid role based in Chicago, IL.

What You Need to Succeed

• A shared passion for our values and mission, and a commitment to helping us deliver the best products and services in the market
• Highly organized and exceptionally detail‑oriented, with the ability to manage multiple priorities simultaneously without letting anything slip
• Expertise in managing complex calendars across multiple time zones, including scheduling calls, interviews, and travel while anticipating conflicts and resolving them in real time
• Experience supporting team calls, including drafting staff meeting agendas, capturing and distributing notes, and coordinating cross‑team engagements
• Demonstrated project management skills, including tracking key deliverables, driving accountability for action items, coordinating cross‑functional initiatives, and helping strategic priorities move from planning through execution
• Prior experience with event planning for off‑site meetings, including familiarity with the RFP process for venue sourcing and vendor management
• Experience acting as a trusted thought partner to senior executives, helping manage competing priorities, prepare for key meetings, and ensure seamless execution of business objectives

What You Bring to the Table

• Bachelor’s degree preferred, or equivalent experience in a relevant field
• 5+ years of executive assistant, executive business partner, or related experience supporting C‑Level or senior leadership in a high‑growth, fast‑paced environment
• Proven ability to exercise discretion and maintain confidentiality when handling sensitive information
• Strong proficiency in the Google Workspace platform (Gmail, Calendar, Drive, Docs, Sheets, Slides)
• Outstanding verbal and written communication skills, with a polished and professional presence
• Solid administrative competence across scheduling, correspondence, and calendar coordination
• Comfortable working with all levels of management and consulting with key business stakeholders across functions
• A proactive, solutions‑oriented mindset — you identify problems before they surface and come prepared with options
• Strong project coordination and stakeholder management skills, with the ability to influence outcomes and drive progress across multiple teams and priorities
• Experience supporting executives within a SaaS, technology, or other high‑growth environment strongly preferred

What We Offer

We have all the usual perks and benefits but what we can really offer you is a fantastic work environment powered by an amazing team.

• Industry competitive compensation and equity plan
• Flexible time off, sick days, and 13 paid holidays
• Comprehensive medical insurance including Health, Dental and Vision
• Paid parental leave (plus fertility, adoption and other family planning benefits)
• In‑office workspace (San Francisco) and (Chicago)
• Monthly allowance for wellness, reading and access to LinkedIn Learning for continued development
• Events and activities both team‑based and company wide that inspire, educate and cultivate

Compensation:

The base salary range for this role is as follows:

• United States: $98,000-130,000 USD

Pantheon is an equal opportunity employer and we welcome applications from all backgrounds regardless of race, color, religion, sex, national origin, ancestry, age, marital status, sexual orientation, gender identity, veteran status, disability, or any other classification protected by law. Pantheon complies with federal and local disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you need a reasonable accommodation due to a disability for any part of the interview process, please contact [e-mail]. Pursuant to local and federal regulations, Pantheon will consider qualified applicants with arrest and conviction records for employment.

After an offer is made and accepted, E‑verify will be utilized to establish your identity and employment eligibility as required by the U.S. Department of Homeland Security.

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