Executive Assistant

Greenkey Resources LLC; Chicago (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

Greenkey Resources LLC is seeking an experienced Executive Assistant to support executive calendars, travel bookings, and expense reporting in a fast-paced Chicago office. This contract role requires on-site presence five days per week and close collaboration with office management.

You will organize meetings, manage vendor communications, and oversee office operations to ensure a seamless daily workflow for a team of 35–40 professionals.

Qualifications

• BA degree is required.
• Five+ years of administrative or executive assistant experience.
• Ten years of similar position experience preferred.
• Proficiency in calendars, travel coordination, and expense reporting.
• Strong organizational skills and vendor liaison ability.
• Ability to work independently in a dynamic office environment.
• On-site presence required five days per week.

Responsibilities

• Manage executive calendars, coordinate travel, and prepare expense reports.
• Organize and facilitate meetings with logistics handled efficiently.
• Oversee office operations, including vendor management and supplies.
• Ensure office kitchen and equipment are well maintained and operational.
• Act as liaison between office and external service providers.
• Support a team of 35-40 professionals with administrative needs.
• Demonstrate initiative and problem-solving to address challenges independently.
• Assist in creating a productive, organized workplace.

Skills

Calendar management

Travel coordination

Expense reporting

Meeting coordination

Vendor management

Office operations

Independent work

Education

Bachelor of Arts (BA) degree

Job description

Executive Assistant Overview

• The Executive Assistant role is a contract position supporting operational and administrative tasks in a dynamic office environment.
• Provide comprehensive administrative support including calendar management, travel arrangements, expense reporting, and meeting coordination.
• Collaborate with office management to ensure seamless daily operations and vendor communications.
• Maintain a well-stocked and organized office environment, including kitchen supplies and equipment.
• Work independently and proactively to address challenges and streamline processes.
• Contribute to a professional and efficient workplace for a team of 35-40 individuals.
• This role requires on-site presence five days per week in a fast-paced office setting.
• The position offers an opportunity to demonstrate organizational excellence and adaptability.

Executive Assistant Key Responsibilities & Duties

• Manage executive calendars, coordinate travel arrangements, and prepare expense reports with accuracy.
• Organize and facilitate meetings, ensuring all logistics are handled efficiently.
• Oversee office operations, including vendor management and supply inventory.
• Ensure the office kitchen and equipment are maintained and fully operational.
• Act as a liaison between the office and external service providers.
• Support a team of 35-40 professionals with administrative and operational needs.
• Demonstrate initiative and problem-solving skills to address challenges independently.
• Assist in creating a productive and organized workplace environment.

Executive Assistant Job Requirements

• Bachelor of Arts (BA) degree is required for this position.
• Minimum of 5 years of experience in administrative or executive assistant roles.
• Preferred 10 years of experience in similar positions, showcasing expertise.
• Proficiency in managing calendars, coordinating travel, and handling expense reports.
• Strong organizational skills and ability to manage office operations effectively.
• Excellent communication skills and ability to liaise with vendors and service providers.
• Capability to work independently and adapt to dynamic office environments.
• Availability to work on-site five days per week as required.