Executive Assistant

WarehouseNow, Inc.; Chicago (IL); Hybrid; USD 55,000 - 75,000; Full time

Job summary

WarehouseNow, Inc. seeks a highly organized Executive Assistant to support our leadership team with scheduling, travel, meetings, and daily priorities. The role emphasizes discretion, adaptability, and proactive organization in a fast-paced environment.

Hybrid role based in Chicago with on-site three days per week. You will manage calendars, coordinate travel, prepare meeting materials, and liaise with internal and external contacts to keep leadership focused and productive.

Qualifications

• Strong organizational and time-management skills.
• Excellent attention to detail.
• Strong written and verbal communication.
• Ability to manage multiple priorities and deadlines.
• Proactive, dependable, and comfortable working independently.
• Experience coordinating calendars, meetings, and business travel.
• Comfortable working closely with senior leadership.
• Previous Executive Assistant, Administrative Assistant, or similar experience preferred.

Responsibilities

• Manage calendars and scheduling for the leadership team
• Coordinate internal and external meetings and appointments
• Book and manage flights, hotels, transportation, and travel itineraries
• Help organize daily and weekly priorities and workflows
• Proactively identify scheduling conflicts and coordinate changes
• Organize team events, lunches, and other business activities
• Assist with meeting preparation and follow-up
• Communicate with internal and external contacts on behalf of leadership as needed
• Handle sensitive and confidential information with discretion
• Provide general administrative support and assist with projects as needed

Skills

Organizational skills

Time-management

Attention to detail

Communication skills

Multi-tasking

Calendar management

Travel coordination

Independent worker

Discretion with confidential info

Job description

About the Role

We’re looking for a highly organized, proactive Executive Assistant to support our leadership team and help keep day-to-day operations running smoothly. This person will manage scheduling, travel, meetings, and daily priorities while helping our leadership team stay organized and focused.

The ideal candidate is detail-oriented, dependable, and comfortable working in a fast-paced environment where priorities can change quickly.

What You'll Do

• Manage calendars and scheduling for the leadership team
• Coordinate internal and external meetings and appointments
• Book and manage flights, hotels, transportation, and travel itineraries
• Help organize daily and weekly priorities and workflows
• Proactively identify scheduling conflicts and coordinate changes
• Organize team events, lunches, and other business activities
• Assist with meeting preparation and follow-up
• Communicate with internal and external contacts on behalf of leadership as needed
• Handle sensitive and confidential information with discretion
• Provide general administrative support and assist with projects as needed

What We’re Looking For

• Strong organizational and time-management skills
• Excellent attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities and deadlines
• Proactive, dependable, and comfortable working independently
• Experience coordinating calendars, meetings, and business travel
• Comfortable working closely with senior leadership
• Previous Executive Assistant, Administrative Assistant, or similar experience preferred

This is a hybrid position based in Chicago, with an expectation of working on-site three days per week.