Executive Assistant

Rise, a Quad agency; Chicago (IL); On-site; USD 69,620 - 90,000; Full time

Benefits offered by this job

Medical insurance

Prescription coverage

Dental insurance

Vision insurance

401(k) retirement savings

Paid time off

Holidays

Additional benefits

Job summary

Rise, a Quad agency, is seeking an Executive Assistant to provide comprehensive support to multiple executives. The role includes calendar management, travel arrangements, expense reporting, and preparation of reports and presentations.

The ideal candidate has 5+ years of executive administrative experience and strong skills with Microsoft Office. This position is based in Chicago with on-site work and comprehensive benefits.

Qualifications

• Bachelor’s degree preferred in business administration, office management, marketing, or related field.
• Minimum of 5 years of executive administrative support experience.
• Proficient with Microsoft Office Suite and ability to manage sensitive information.

Responsibilities

• Coordinate executives' calendars, meetings, travel plans, and priorities.
• Serve as liaison between executives, clients, and stakeholders with effective communication.
• Prepare materials for meetings, agendas, minutes, and follow-ups.
• Plan and book travel itineraries and manage expense reports.
• Support cross-functional projects and provide status updates.

Skills

Microsoft Office

Attention to detail

Written and verbal communication

Calm under pressure

Collaboration

Discretion

Event production support

Education

Bachelor's degree in business administration/office management/marketing

Tools

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'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.

Drug-Free Workplace