Executive Assistant

Beacon Hill; Elgin (IL); On-site; USD 44,000 - 51,000; Full time

Job summary

Beacon Hill is seeking an Executive Administrative Assistant to support the Executive Leadership Team with complex calendars, travel planning, and critical business initiatives.

The role requires 5+ years of executive support, experience with VP-level leaders, and advanced MS Office skills. Expect domestic and international travel 1–4 times per year, with a high emphasis on organization, discretion, and cross-functional collaboration.

Qualifications

• 5+ years of executive administrative support experience.
• Experience supporting Vice President-level or senior leadership executives.
• Advanced proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and collaboration tools.
• Excellent organizational, communication, and time-management skills.
• Ability to exercise discretion and handle confidential information.
• Experience coordinating complex travel arrangements and executive calendars.
• Event planning and project coordination experience is a plus.

Responsibilities

• Manage executive calendars, meetings, and scheduling logistics.
• Monitor and prioritize executive email and correspondence.
• Coordinate domestic and international travel arrangements.
• Prepare presentations, reports, and meeting materials.
• Attend meetings to document decisions, actions, and deadlines.
• Track deliverables and follow up on commitments.
• Process executive expense reports per policy.
• Assist with PTO, onboarding, and event planning.
• Support large conferences and leadership meetings.

Skills

Executive support

Calendar management

Communication

Discretion

Project coordination

Tools

Outlook

Excel

PowerPoint

Teams

Job description

Salary: USD32 - USD37 per hour

We are seeking a highly professional, proactive, and detail-oriented Executive Administrative Assistant to provide comprehensive support to members of the Executive Leadership Team. This individual will serve as a trusted partner to senior leaders by managing complex schedules, coordinating communications, facilitating travel arrangements, and supporting critical business initiatives.

Responsibilities

• Serve as a representative of Executive Leadership and proactively anticipate business needs.
• Manage complex executive calendars, meeting coordination, and scheduling logistics.
• Monitor, prioritize, and manage executive email inboxes and correspondence.
• Coordinate domestic and international travel arrangements, including flights, hotels, and transportation.
• Prepare presentations, reports, and meeting materials through cross-functional collaboration.
• Attend meetings to document key decisions, action items, and deadlines.
• Track deliverables and follow up to ensure timely completion of commitments.
• Review and process executive expense reports in compliance with company policies.
• Assist with administrative procedures, PTO coordination, onboarding activities, and event planning.
• Support large-scale conferences, leadership meetings, training sessions, and company events.
• Travel to Mexico and various U.S. locations approximately 1-4 times annually to support business events.

Qualifications

• 5+ years of executive administrative support experience preferred.
• Experience supporting Vice President-level or senior leadership executives strongly preferred.
• Exceptional organizational, communication, and time-management skills.
• Demonstrated ability to exercise discretion and handle confidential information.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Strong attention to detail with the ability to manage competing priorities effectively.
• Experience coordinating complex travel arrangements and managing executive calendars.
• Proven ability to work independently and collaboratively across multiple departments.
• Event planning and project coordination experience is a plus.