Executive Assistant

Proxima; Chicago (IL); Hybrid; USD 70,000 - 90,000; Full time

Benefits offered by this job

Hybrid working

Global network

Well-being program

Social responsibility

Job summary

Proxima, part of Bain & Company, seeks an experienced Executive Assistant to support Senior Vice Presidents across the US business from our Chicago team. You will manage complex calendars, coordinate travel, and liaise with internal and external stakeholders in a fast-paced environment.

Temporary to permanent role with a collaborative, global network and hybrid working based out of the Chicago office. The ideal candidate has around five years of EA experience and a proactive, discreet approach.

Qualifications

• Around five years of Executive Assistant or comparable senior administrative experience.
• Experience supporting senior-level stakeholders.
• Excellent organizational and time-management skills.
• Strong attention to detail.
• Experience managing complex calendars and travel arrangements.
• Ability to handle confidential information with discretion.
• A proactive approach and the ability to anticipate what needs to happen next.
• Confidence communicating with senior stakeholders and external contacts.
• Ability to work independently with minimal supervision.
• Strong Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Provide executive and administrative support to multiple senior leaders across our US business.
• Manage complex calendars, meetings, business commitments, and follow-up actions.
• Serve as the liaison and point of contact for the Bain administrative services team as appropriate.
• Liaise extensively with internal teams and external business contacts.
• Arrange international and domestic travel and hotel reservations.
• Coordinate meeting logistics and other administrative requirements.
• Ensure all expenses are claimed on a monthly basis.
• Support other Executive Assistants and administrative colleagues when needed.
• Assist with meeting rooms, catering, clients, visitors, and other Chicago office needs as required.
• Provide additional administrative and operational support across the business as needed.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

MS Office

Job description

Proxima, part of the global leader Bain & Company, is a well-established management consulting firm specializing in procurement. We’re looking for an experienced and proactive Executive Assistant to join our Chicago team and provide high-level support to Senior Vice Presidents across our US business.

With offices in London, Leeds, Cardiff, Düsseldorf, Chicago, Singapore, Melbourne, Sydney, Kuala Lumpur, and Hong Kong, we combine global reach with local expertise. If you excel at managing complex schedules, building strong relationships, and keeping operations running smoothly, this role is an exciting opportunity to showcase your skills and work within a growing organization.

We’re looking for someone with around five years of Executive Assistant or similar experience who is comfortable working in a fast-paced environment. You’ll manage busy schedules, coordinate domestic and international travel, work closely with internal and external stakeholders, and help keep day-to-day priorities moving smoothly.

The role will be temporary to permanent.

Key Responsibilities

• Provide executive and administrative support to multiple senior leaders across our US business
• Manage complex calendars, meetings, business commitments, and follow-up actions
• Serve as the liaison and point of contact for the Bain administrative services team as appropriate
• Liaise extensively with internal teams and external business contacts
• Arrange international and domestic travel and hotel reservations
• Coordinate meeting logistics and other administrative requirements
• Ensure all expenses are claimed on a monthly basis
• Support other Executive Assistants and administrative colleagues when needed
• Assist with meeting rooms, catering, clients, visitors, and other Chicago office needs as required
• Provide additional administrative and operational support across the business as needed

What We're Looking For

• Around 5 years of Executive Assistant or comparable senior administrative experience
• Experience supporting senior-level stakeholders
• Excellent organizational and time-management skills
• Strong attention to detail
• Experience managing complex calendars and travel arrangements
• Ability to handle confidential information with discretion
• A proactive approach and the ability to anticipate what needs to happen next
• Confidence communicating with senior stakeholders and external contacts
• Ability to work independently with minimal supervision
• Strong Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint
• A positive, flexible, and collaborative approach

Why Join Proxima

Our culture is collaborative, inclusive, and growth focused.

We offer:

• Competitive salary and market-leading benefits
• Flexible hybrid working based out of our Chicago office
• A supportive, friendly environment with a global network
• Commitment to well-being and social responsibility
• Opportunities to join a wide range of company committees