Executive Assistant

3416US00 Howden US Services LLC; Chicago (IL); Hybrid; USD 90,000 - 110,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement plan

Flexible Paid Time Off

Life and Disability insurance

Job summary

Howden US Services LLC is seeking a full-time Executive Assistant in Chicago, IL to provide high-level support to two leaders. Responsibilities include managing complex calendars, coordinating cross-functional priorities, ensuring seamless operational flow, and overseeing expense reporting through SAP Concur.

Developed skills in preparing polished documents and presentations using Word, Excel, and PowerPoint, with strong communication and organizational abilities.

Qualifications

• 5+ years supporting multiple executives in corporate environments.
• Advanced skills in Word, PowerPoint, Excel and Outlook.

Responsibilities

• Provide high-level support to two leaders, managing complex calendars and coordinating priorities.
• Review expense reports, process approvals, and monitor spend vs. budget.
• Process expense reports using SAP Concur with accuracy and timeliness.
• Manage executive email inbox and triage priorities for efficiency.
• Coordinate meetings and logistics, prepare materials, and ensure follow-up.

Skills

Calendar management

Cross-functional coordination

Communication

Attention to detail

Problem solving

AI knowledge

Tools

SAP Concur

Job description

Executive Assistant

Location: Chicago (Hybrid)

Job Summary

We are seeking an experienced full‑time Executive Assistant to provide high‑level support to two vertical leaders in Chicago, IL. The role involves managing complex calendars, coordinating cross‑functional priorities, ensuring seamless operational flow, and overseeing expense reporting through SAP Concur.

Responsibilities

• Provide high‑level support to two leaders, managing complex calendars and coordinating cross‑functional priorities.
• Review team expense reports, process approvals on behalf of executives, and maintain visibility into monthly and quarterly spend relative to budget.
• Manage and process expense reports accurately using SAP Concur, ensuring compliance with policies and timelines.
• Monitor and organize the executive’s email inbox, triage priorities, and maintain a clean, well‑structured inbox.
• Serve as the primary point of contact for expense‑related inquiries, offering guidance and resolving discrepancies with employees and vendors.
• Coordinate internal and external meetings, manage logistics, prepare materials, and ensure timely follow‑up.
• Handle urgent or unexpected administrative needs with flexibility and a proactive approach, supporting multiple teams as required.
• Demonstrate strong attention to detail and problem‑solving skills to identify and correct errors in expense reporting and operational workflows.
• Prepare polished documents, reports, and presentations using Word, Excel, and PowerPoint.
• Apply AI knowledge to streamline processes, enhance productivity, and support evolving business needs.

Qualifications

• 5+ years supporting multiple executives with proven administrative, operational, and logistical coordination in corporate environments.
• Highly proficient in Word, PowerPoint, Excel, and Outlook, with advanced document creation, formatting, presentation building, and data organization skills.
• Strong written and verbal communication skills, articulate with excellent grammar, and able to interact professionally across teams, executives, and vendors.
• Exceptionally organized with the ability to prioritize competing tasks, resolve conflicts, and maintain a positive, solutions‑oriented approach.
• Hands‑on experience with SAP Concur or similar expense‑management systems, ensuring accurate reporting and compliance.
• High attention to detail in financial, administrative, and document‑heavy tasks; consistently produces polished, error‑free work.
• Comfortable managing multiple priorities, ad‑hoc requests, and shifting deadlines in dynamic environments.
• Willing to work outside standard business hours when urgent needs arise; flexible and dependable, though such requests are infrequent.
• Trusted to handle sensitive information with discretion, professionalism, and a high level of integrity.

Compensation & Benefits

Compensation: Salary range $90,000–$110,000+, determined by experience and location; non‑exempt under the FLSA. Eligible for a discretionary bonus.

• Medical, dental, and vision insurance, including healthcare savings and reimbursement accounts.
• 401(k) retirement plan.
• Flexible Paid Time Off and paid parental leave.
• Life and Disability insurance.

Howden also offers a variety of benefits and programs, subject to eligibility.