Executive Assistant

SVARIN Creative; Illinois; On-site; USD 70,000 - 90,000; Full time

Job summary

Svarin Creative, a luxury event design and production firm based in the Greater Chicago Area, seeks an Executive Assistant to provide high-level administrative support to its leadership. The role is full-time and on-site, focusing on calendars, travel, expense reporting, and project coordination for events.

Ideal candidates will demonstrate excellence in communication, organization, and discretion, with experience supporting executives in creative environments and proficiency with Google

Qualifications

• Calendar management, meeting coordination, and task prioritization.
• Experience reconciling expense reports with attention to detail and accuracy.
• Confidential information handling and proactive problem-solving.
• Excellent written and verbal communication with clients, vendors, and team members.
• Document organization, file management, and office coordination.
• Proficiency with productivity tools (Google Workspace) and comfort with learning new software.
• Strong organizational and time-management abilities in a fast-paced environment.
• Experience supporting executives in creative/events or related industries preferred.

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel.
• Coordinate domestic and international shipping and expense reporting.
• Support event coordination and project tracking; ensure follow-up on executive priorities.

Skills

Calendar management

Meeting coordination

Expense reporting

Executive support

Confidential information handling

Communication

Document management

Office coordination

Google Workspace

Time management

Events industry experience

Education

Bachelor’s degree in Business/Communications or related field

Equivalent practical experience

Tools

Google Workspace

Job description

Company Description Svarin Creative is a luxury event design and production firm specializing in immersive, highly personalized celebrations. The team manages every visual detail from initial concept and creative direction to custom fabrication, vendor coordination, installation, and on-site execution. Working closely with clients and creative partners, Svarin Creative transforms distinctive ideas into cohesive, unforgettable event environments. Team members collaborate across disciplines to deliver elevated, visually striking experiences that reflect each client’s unique vision.

Role Description The Executive Assistant role at Svarin Creative is a full-time, on-site position based in the Greater Chicago Area. This role provides high-level administrative support to leadership, including managing calendars, scheduling meetings, coordinating travel and meals, coordinating domestic and international shipping, and assisting with expense reporting. The Executive Assistant will handle correspondence, organize documents and electronic files, maintain an organized physical samples library, and support day-to-day office operations, including errands. Responsibilities also include liaising with internal team members and external partners, tracking deadlines, assisting with project coordination for events, and ensuring smooth communication and follow-up on executive priorities.

Qualifications

• Strong Executive Administrative Assistance skills, including calendar management, meeting coordination, and task prioritization.
• Experience preparing and reconciling Expense Reports with attention to detail and accuracy.
• Demonstrated Executive Support capabilities, such as confidential information handling and proactive problem-solving.
• Excellent Communication skills, both written and verbal, with the ability to interact professionally with clients, vendors, and team members.
• Proven Administrative Assistance skills, including document organization, file management, and office coordination.
• Proficiency with productivity tools (e.g., Google Workspace) and comfort with learning new software.
• Strong organizational and time-management abilities, with a focus on meeting deadlines in a fast-paced environment.
• Prior experience supporting executives in creative, events, or related industries is preferred.
• Associate’s or Bachelor’s degree in Business, Communications, or a related field, or equivalent practical experience.