Executive Assistant

ApTask; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

A leading staffing firm in Chicago is looking for an Executive Assistant to provide high-level administrative support. In this on-site role, you will perform various administrative functions, manage calendars, and interact with staff across all levels. The ideal candidate should have at least 3 years of experience as an Executive or Administrative Assistant. Strong organizational skills, proficiency in Microsoft Office, and the ability to handle confidential information are essential. This full-time position offers a dynamic work environment and requires flexibility and professionalism.

Qualifications

• Minimum of 3 years of experience in an Executive or Administrative Assistant role.
• Ability to multi-task in a fast-paced environment.
• Good problem-solving ability.

Responsibilities

• Perform administrative functions requiring confidentiality and sound judgment.
• Provide high-level administrative support and handle information requests.
• Develop relationships and interact with staff at all levels.

Skills

Multi-tasking

Calendar management

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Interpersonal skills

Confidentiality

Education

High school diploma or GED

Bachelor's degree preferred

Job description

Overview

Role is 5 days a week in office. There is no opportunity for remote working.

The Executive Assistant will be responsible for performing an array of administrative functions requiring confidentiality, initiative and sound judgment. You will provide high-level administrative support by periodically providing research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, travel arrangements, and scheduling meetings.

Additionally, the ability to interact with staff (at all levels) in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism is crucial to this role. You should demonstrate experience in developing relationships in a highly matrixed organization as well as experience in handling the administrative and executive support related tasks with minimal supervision. You will need to adapt procedures, processes, and techniques to the completion of assignments and in line with the department's activities and goals.

Responsibilities

• Perform an array of administrative functions requiring confidentiality, initiative and sound judgment.
• Provide high-level administrative support by periodically providing research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, travel arrangements, and scheduling meetings.
• Interact with staff at all levels in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism.
• Develop relationships in a highly matrixed organization and handle administrative and executive support tasks with minimal supervision.
• Adapt procedures, processes, and techniques to the completion of assignments in line with department activities and goals.

Qualifications

• Minimum of 3 years of experience in an Executive or Administrative Assistant role
• High school diploma or GED is required; Bachelor's degree preferred
• Ability to multi-task in a fast-paced environment
• Experience in calendar management
• Adaptable team player
• Good problem-solving ability
• Strong working experience with Microsoft Word, Excel and PowerPoint, including table creation, mail merges and basic formatting
• Knowledge of general office procedures (e.g., filing, correspondence, scheduling, expenses, calendar)
• Effective interpersonal skills and excellent telephone etiquette
• Tact and good judgment in confidential situations and proven experience interacting with senior management