Executive Assistant

Rise, a Quad agency; Chicago (IL); On-site; USD 70,000 - 90,000; Full time

Job summary

Rise, a Quad agency, is seeking an Executive Assistant to support multiple executives with comprehensive administrative duties. This role will manage calendars, travel, meetings, and communications to ensure smooth operations across departments.

The position requires at least 5 years of executive support experience, a Bachelor's degree, and proficiency in Microsoft Office. You will interact with internal and external stakeholders and handle sensitive information with discretion.

Qualifications

• Bachelor's degree preferred in business administration, office management, marketing, or related field.
• Minimum of 5 years of experience in executive administrative support or related roles.
• Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
• Excellent written and verbal communication with strong organizational skills.

Responsibilities

• Calendar Management: manage schedules, meetings, travel and conflicts.
• Liaise between executives, clients and stakeholders; handle inquiries and responses.
• Meeting Coordination: prepare materials, agendas, minutes, and follow-ups.
• Travel Arrangements: plan and book flights, accommodations, transportation.
• Expense Reimbursements: prepare and monitor expense reports and payments.
• Document Management: organize confidential files and assist in reports and presentations.
• Project Support: oversee executive-led initiatives and cross-functional projects.

Skills

Communication

Attention to detail

Calm under pressure

Team collaboration

Education

Bachelor's degree

Tools

Microsoft Office

Concur Travel

Job description

Rise is an award-winning, full-service Media Agency of Record that is backed by data and powered by people. We create omnichannel experiences using our proprietary tech stack and advanced analytics capabilities to help solve the unique struggles brands face today. This approach, with transparency at its core, specializes in omnichannel media, commerce and retail media, advanced in-home media, as well as content and creator marketing.

We offer "Risers" the opportunity to work in an ever-evolving industry that will foster learning and development, provide an innovative work environment with diverse projects and clients, career advancement paths a collaborative team environment, corporate social responsibility initiatives, an inclusive and diverse culture, plus association with a reputable media agency. We're looking for talent like you who can continue to elevate our work and culture.

General Purpose of Job

The Executive Assistant is responsible for providing comprehensive administrative support to multiple executives within the organization. This role ensures the smooth operation of executive offices and facilitates effective communication and coordination among various departments.

Key Responsibilities

• Calendar Management: Coordinate and manage the executives' schedules, including arranging meetings, appointments, and travel plans. Analyze and prioritize executive calendar requests independent decisions on delegation and resolution of conflicts as needed.
• Communication: Serve as a liaison between executives , clients, and internal/external stakeholders, independently handling complex inquiries and managing responses and resolution on behalf of executive team.
• Meeting Coordination: Act as a partner to executives, making independent decisions on organizing and preparing materials for meetings, including agendas, presentations, and minutes. Ensure that meeting logistics are arranged, such as room bookings, catering, and technical support and handle post-meeting follow-ups including report outs.
• Travel Arrangements: Plan and book travel itineraries for the executives, including flights, accommodations, and transportation.
• Expense Reimbursements: Prepare and submit expense reports in a timely manner. Compile, submit and monitor business expenses. Flag inaccuracies or delays in payment.
• Document Management: Maintain and organize confidential files, records, and documents. Assist in the preparation and editing of reports, presentations, and other documents.
• Project Support: Manage and oversee executive led initiatives and special projects, collaborating cross functionally to ensure timely execution. Provide status updates and proactively resolve operational challenges.

Job Requirements

• Develop a solid working knowledge of Quad's internal systems (i.e., IT request system, P.O. system, Quad's "Smart tools" that apply to marketing needs, Concur travel, etc.).
• Develop a thorough understanding of Quad's matrix organization to understand the right "go-to" for cross-functional needs in relation to marketing operations (procurement, IT, Accounts Payable, etc.).
• Available to work outside of regular office hours during scheduled events and to travel when necessary.

Education

Bachelor's degree in business administration, office management, marketing, or a related field is preferred.

Experience

Minimum of 5 years of experience in executive administrative support, or related roles.

Knowledge, Skills And Ability

• Basic understanding of the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Excellent attention to detail and written/verbal communication skills.
• Ability to remain calm under pressure without losing a customer-service-oriented attitude.
• Good listener, collaborator, and able to work in a fast-paced environment while being able to adjust quickly to incoming requests and handle them in a timely manner.
• Ability to handle sensitive information with discretion and exhibits sound judgement with the ability to prioritize and make decisions.
• Has a resourceful, can-do attitude and is eager to tackle new projects and ideas.
• Experience managing audio and virtual event production is a plus.
• Employees can be expected to be paid an annualized salary range of $69,620-$90,000, based on variations in knowledge, skills, experience, and market conditions.

We offer comprehensive benefits for eligible employees including medical, prescription, dental and vision insurance, 401(k) retirement savings, paid time off, holidays and additional benefits.

Rise and Quad are proud to be equal opportunity employers. We are committed to creating a place of belonging - a space where employees do not need to sacrifice who they are to exist and grow in our workplace. Rise and Quad do not discriminate on any unlawful basis including race, religion, color, national origin, disability, gender, gender identity, sexual orientation, age, marital status, veteran status, genetic information, or any other basis prohibited by applicable federal, state, or local laws. Rise and Quad also prohibit harassment of applicants and employees based on any of these protected categories.

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