Executive Assistant

Gainor Staffing; Chicago (IL); Hybrid; USD 120,000 - 130,000; Full time

Job summary

A prominent communications firm in Downtown Chicago is seeking an experienced Executive Assistant to support a senior executive. The role involves managing complex calendars, coordinating travel, and preparing meeting materials. Ideal candidates will have a bachelor's degree and over 5 years of experience in supporting executives, with strong organizational and communication skills. This position offers a salary range of $120,000 – 130,000 annually and follows a hybrid work model.

Qualifications

• 5+ years of experience supporting senior executives in consulting, communications, or professional services.
• Highly organized and tech-savvy with proficiency in Microsoft Office.
• Known for discretion, confidentiality, and proactive problem-solving.

Responsibilities

• Manage complex calendars and schedule meetings.
• Coordinate travel arrangements, including flights and accommodations.
• Prepare agendas and materials for meetings.
• Track and process expenses accurately.
• Draft and edit documents and presentations.
• Monitor emails and calls for timely responses.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Proficiency in Microsoft Office Suite

Education

Bachelor's degree

Job description

A prominent communications firm in Downtown Chicago is seeking an experienced Executive Assistant to support a senior executive.

Who You Are

• You have a bachelor's degree and 5+ years of experience supporting senior executives in one of the following industries: consulting, communications, or professional services.
• Highly organized with strong time and project management skills.
• Exceptional written and verbal communication abilities.
• Tech‑savvy with proficiency in Microsoft Office Suite.
• Known for discretion, confidentiality, and proactive problem‑solving.

What You’ll Do

• Manage complex calendars and schedule meetings to optimize executive time.
• Coordinate travel arrangements including flights, accommodations, and transportation.
• Prepare agendas and materials for meetings, ensuring smooth execution and follow‑up.
• Track and process expenses accurately and promptly.
• Draft and edit documents, presentations, and reports with precision.
• Support communication efforts by monitoring emails and calls for timely responses.
• Assist with special projects and initiatives as needed.

What Success Looks Like

• The executive’s schedule and travel run seamlessly.
• Expense reports are accurate and timely.
• Meetings are well‑coordinated with all materials prepared.
• Communications are managed effectively for strong stakeholder engagement.
• Projects and assignments are completed on time and exceed expectations.

Salary Range: $120,000 – 130,000 annually, based on experience

Location: Chicago, IL – Hybrid

Gainor is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Gainor are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, creed, sex, sexual orientation, gender (including gender identity and expression), age, national origin, immigration status, marital or familial status, citizenship status, ancestry, physical or mental disability, genetic information, reproductive health decision making, veteran or military status, or any other characteristic or status protected under applicable federal, state, or local law.