Executive Assistant

RSM US LLP; Chicago (IL); Hybrid; USD 57,000 - 95,000; Full time

Job summary

RSM US LLP in Chicago is seeking an Executive Assistant to provide skilled support to select leaders. You will manage calendars, coordinate complex travel, prepare reports and proofreading communications, and serve as a trusted information hub within the firm.

The role requires discretion, excellent organization, and the ability to juggle multiple tasks in a fast-paced environment. An associate degree or 2+ years of related experience and strong MS Office skills are expected.

Qualifications

• Associate degree or 2+ years of experience in related field.
• Strong proofreading, grammar and presentation creation abilities.
• Proficiency with Microsoft Office and ability to learn firm systems.

Responsibilities

• Maintain calendar appointments and prioritize meetings.
• Coordinate travel arrangements including flights, cars, hotels and meals.
• Submit expense reports promptly.
• Manage meeting logistics, invitations and minute-taking.
• Handle confidential correspondence with discretion.
• Support projects and events, researching and organizing details.
• Prepare and assemble communications, PowerPoint slides, handouts and spreadsheets.
• Compile data and reports with guidance from leadership.
• Serve as a responsive support resource across the firm.
• Act as liaison between ESS, internal departments and external contacts.
• Provide basic knowledge of firm systems and tools.

Skills

Microsoft Office proficiency

Technology tools knowledge

Effective communication

Organization & time management

People skills

Grammar & proofreading

Presentation preparation (charts/handb

Education

Associate degree or 2+ years related experience

Tools

Microsoft Office

PowerPoint

Job description

We are the leading provider of professional services to the middle market globally, our purpose is to instill confidence in a world of change, empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled, culture and talent experience and our ability to be compelling to our clients. You’ll find an environment that inspires and empowers you to thrive both personally and professionally. There’s no one like you and that’s why there’s nowhere like RSM. The executive assistant will provide skilled and efficient support to select RSM leaders and may serve as a navigator to other RSM owners. The executive assistant, under supervision, will assist with ongoing activities, including scheduling calls and meetings and execution of travel arrangements and expense reimbursement. May be responsible for proofreading communications, compiling reports and other special projects, as needed. In addition, the executive assistant may fulfill administrative requests through the ESS request site. This position requires a high level of professionalism, confidentiality and a sense of urgency.

Essential Duties

• Maintain calendar appointments and ensure that meetings are scheduled in advance and prioritized accordingly.
• Coordinate all travel arrangements, including flights, cars, hotels and meals.
• Submit expense reports in a timely manner.
• Be responsible for meeting management administration, including handling all meeting invitations and logistics, tracking attendees and taking notes.
• Routinely handle confidential correspondence.
• Participate in projects and/or events as assigned including researching, organizing details and following through with execution.
• Proofread and assemble information, including correspondence, PowerPoint slides, handouts and spreadsheets, ensuring a professional and consistent appearance.
• With guidance, compile data from a variety of resources and prepare appropriate reports and/or documentation.
• Serve as the “go-to” resource to deliver a consistent and positive experience.
• Act as a liaison between ESS, other internal departments, and/or others outside the firm as appropriate.
• Provide general knowledge of firm systems, tools and industry knowledge when appropriate.
• Perform other duties as assigned.

Qualifications EDUCATION

• Associate degree or 2+ years of experience in related field

TECHNICAL/SOFT SKILLS (REQUIRED)

• Intermediate Microsoft Office skills, ability to learn programs/software utilized by the firm
• Demonstrates a basic knowledge of the technology tools required within assigned responsibilities
• Ability to communicate, effectively with a diverse audience
• Effective organization, prioritization and time management skills, and strong attention to detail
• Excellent people skills
• Strong grammar and proofreading skills and experience
• Ability to prepare presentations including charts, graphics and tables, speaker notes and handouts, etc.
• Ability to balance multiple tasks and projects

SPECIAL REQUIREMENTS SPECIFC TO JOB

• Must be punctual and able to adapt to changing schedules
• Ability to convey instructions clearly and concisely and be responsive when required
• Maintains professionalism in demeanor, conversation and attire

EXPERIENCE

• 1 to 3 years of relevant experience in a related field or area

LEADERSHIP SKILLS (REQUIRED)

• Ability to facilitate discussions with leaders
• Ability to manage at a macro level and identify when a refined approach is necessary
• Has the ability to respond positively to changing circumstances, seeks and implements change to drive business improvement and serves as a model of the change
• Works collaboratively with the executive assistant supervisor/manager to provide support across the enterprise particularly during peak times

There is an expectation that your first ninety days of employment will be in-office five (5) days per week. After those 90-days, you will have the ability to work a hybrid schedule, minimally with three (3) days in-office, to be confirmed with your Performance Advisor in writing.

At RSM, we offer a competitive benefits and compensation package for all our people. Learn more about our total rewards at https://rsmus.com/careers/working-at-rsm/benefits. We believe flexibility and in-person connection both play an important role in how we work and grow. Most roles at RSM follow a hybrid workstyle, which means team members are aligned to an RSM office and come together in person when it best supports clients, teams, development or relationship-building. Some roles may be virtual or primarily on-site based on role requirements, team priorities and client needs.

All applicants will receive consideration for employment as RSM does not tolerate discrimination and/or harassment based on race; color; creed; sincerely held religious beliefs, practices or observances; sex (including pregnancy or disabilities related to nursing); gender; sexual orientation; HIV Status; national origin; ancestry; familial or marital status; age; physical or mental disability; citizenship; political affiliation; medical condition (including family and medical leave); domestic violence victim status; past, current or prospective service in the US uniformed service; US Military/Veteran status; pre-disposing genetic characteristics or any other characteristic protected under applicable federal, state or local law. Accommodation for applicants with disabilities is available upon request in connection with the recruitment process and/or employment/partnership.RSM is committed to providing equal opportunity and reasonable accommodation for people with disabilities. If you require a reasonable accommodation to complete an application, interview, or otherwise participate in the recruiting process, please call us at 800-274-3978 or send us an email at [e-mail].

RSM does not intend to hire entry level candidates who will require sponsorship now OR in the future (i.e. F-1 visa holders).

If you are a recent U.S. college / university graduate possessing 1-2 years of progressive and relevant work experience in a same or similar role to the one for which you are applying, excluding internships, you may be eligible for hire as an experienced associate.

RSM will consider for employment qualified applicants with arrest or conviction records.

For those living in California or applying to a position in California, please click here for additional information.

Compensation Range: $57,200 - $94,600

Why work at RSM?

At RSM, we accomplish meaningful work and make an impact on the world around us. We work hard to fully understand our clients and work even harder to understand and identify your unique skills. We celebrate the differences among us and empower our talented professionals to grow forward, both personally and professionally. Our clients benefit from fresh insights and energy as we collaborate to support them, and our teams enjoy a work environment that inspires and empowers them to thrive.