Executive Assistant

Confidential Jobs; Chicago (IL); On-site; USD 75,000 - 110,000; Full time

Job summary

Confidential Jobs in Chicago is seeking an experienced Executive Assistant to provide high-level support to the executive team. The role includes calendar and travel management, email handling, and prep for meetings and presentations.

The ideal candidate has 5+ years in an executive support or similar role, excellent organizational and communication skills, and the ability to work independently while managing confidential information with discretion.

Qualifications

• Bachelor's degree or equivalent experience.
• 5+ years of experience as an executive assistant or in a similar administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational and time management skills.
• Strong communication and interpersonal abilities.
• Ability to work independently, anticipate needs, and make decisions.

Responsibilities

• Manage the executive team’s calendars, including scheduling appointments, meetings, and travel arrangements.
• Create detailed itineraries and ensure all travel plans run smoothly.
• Act as the primary point of contact between executives and internal/external stakeholders.
• Handle incoming and outgoing correspondence, emails, and phone calls with professionalism and attention to detail.
• Prepare meeting agendas, materials, and presentations.
• Monitor and manage executive expense reports, ensuring accuracy and compliance with company policies.
• Organize and maintain important documents, files, and records; ensure easy access to critical information.
• Handle sensitive and confidential information with discretion and professionalism.
• Assist with special projects and initiatives; conduct research, gather data, and prepare reports.
• Help executives prioritize tasks and manage their time effectively; identify workflow improvements.
• Develop and maintain positive relationships with team members, clients, and external partners.

Skills

Time management

Communication

Interpersonal skills

Organization

Independent work

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Job description

Overview

The ideal candidate will provide top-level assistance for high-level executives. You should be well-organized, comfortable scheduling meetings, handling domestic and international travel, and responding to emails on the executive's behalf. You should also be able to draft documents and help the executive team with necessary meeting preparations.

Responsibilities

Calendar and Travel Management

• Efficiently manage the executive team’ s calendars, including scheduling appointments, meetings, and travel arrangements
• Create detailed itineraries and ensure all travel plans run smoothly

Communication and Correspondence

• Act as the primary point of contact between executives and internal/external stakeholders
• Handle incoming and outgoing correspondence, emails, and phone calls with professionalism and attention to detail

Meeting and Presentation Preparation

• Prepare meeting agendas, materials, and presentations

Financial and Expense Management

• Monitor and manage executive expense reports, ensuring accuracy and compliance with company policies

Document and Information Management

• Organize and maintain important documents, files, and records. Ensure easy access to critical information when needed
• Handle sensitive and confidential information with the utmost discretion and professionalism

Executive Support and Relationship Management

• Assist with special projects and initiatives as assigned by the Manager of Executive Administration. Conduct research, gather data, and prepare reports as required
• Assist executives in prioritizing tasks and managing their time effectively. Identify opportunities to improve workflow and productivity
• Develop and maintain positive working relationships with team members, clients, and external partners

Qualifications

• Bachelor's degree or equivalent experience
• 5+ years of experience as an executive assistant or in a similar administrative role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Exceptional organizational and time management skills
• Strong communication and interpersonal abilities
• Ability to work independently, anticipate needs, and make decisions