Executive Assistant

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

Benefits offered by this job

Medical Insurance

401(k) retirement savings

Paid time off

Job summary

Quad is seeking an experienced Executive Assistant to provide comprehensive administrative support to multiple executives within the Illinois-based organization. This role ensures smooth operation of executive offices and effective cross-department communication.

Responsibilities include calendar management, travel planning, expense reporting, and preparing presentations. Candidates should have 5+ years of executive support, strong communication, and discretion with sensitive information.

Qualifications

• Bachelor's degree in business administration, office management, marketing, or a related field.
• Minimum of 5 years of executive administrative support experience.
• Strong communication and calendar management skills.
• Proficient in Microsoft Office and ability to handle sensitive information.

Responsibilities

• Coordinate executives' calendars, meetings, and travel plans.
• Serve as liaison between executives, clients, and stakeholders.
• Prepare materials for meetings, including agendas and minutes.
• Arrange travel itineraries and lodging for executives.
• Process and monitor expense reports.
• Manage confidential files and support reports and presentations.
• Support cross-functional, executive-led projects and status updates.

Skills

Attention to detail

Written and verbal communication

Customer service

Calendar management

Discretion with sensitive info

Education

Bachelor's degree in business administration, office management, marketing, or a related field

Tools

Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)

Concur travel

IT request system

P.O. system

Job description

Rise is an award-winning, full-service Media Agency of Record that is backed by data and powered by people. We create omnichannel experiences using our proprietary tech stack and advanced analytics capabilities to help solve the unique struggles brands face today. This approach, with transparency at its core, specializes in omnichannel media, commerce and retail media, advanced in-home media, as well as content and creator marketing.

We offer "Risers" the opportunity to work in an ever-evolving industry that will foster learning and development, provide an innovative work environment with diverse projects and clients, career advancement paths a collaborative team environment, corporate social responsibility initiatives, an inclusive and diverse culture, plus association with a reputable media agency. We're looking for talent like you who can continue to elevate our work and culture.

General Purpose of Job

The Executive Assistant is responsible for providing comprehensive administrative support to multiple executives within the organization. This role ensures the smooth operation of executive offices and facilitates effective communication and coordination among various departments.

Key Responsibilities

• Calendar Management: Coordinate and manage the executives' schedules, including arranging meetings, appointments, and travel plans. Analyze and prioritize executive calendar requests independent decisions on delegation and resolution of conflicts as needed.
• Communication: Serve as a liaison between executives, clients, and internal/external stakeholders, independently handling complex inquiries and managing responses and resolution on behalf of executive team.
• Meeting Coordination: Act as a partner to executives, making independent decisions on organizing and preparing materials for meetings, including agendas, presentations, and minutes. Ensure that meeting logistics are arranged, such as room bookings, catering, and technical support and handle post-meeting follow-ups including report outs.
• Travel Arrangements: Plan and book travel itineraries for the executives, including flights, accommodations, and transportation.
• Expense Reimbursements: Prepare and submit expense reports in a timely manner. Compile, submit and monitor business expenses. Flag inaccuracies or delays in payment.
• Document Management: Maintain and organize confidential files, records, and documents. Assist in the preparation and editing of reports, presentations, and other documents.
• Project Support: Manage and oversee executive led initiatives and special projects, collaborating cross functionally to ensure timely execution. Provide status updates and proactively resolve operational challenges.

Job Requirements

• Develop a solid working knowledge of Quad's internal systems (i.e., IT request system, P.O. system, Quad's "Smart tools" that apply to marketing needs, Concur travel, etc.).
• Develop a thorough understanding of Quad's matrix organization to understand the right "go-to" for cross-functional needs in relation to marketing operations (procurement, IT, Accounts Payable, etc.).
• Available to work outside of regular office hours during scheduled events and to travel when necessary.
• Education: Bachelor's degree in business administration, office management, marketing, or a related field is preferred.
• Experience: Minimum of 5 years of experience in executive administrative support, or related roles.
• Knowledge, skills and ability: Basic understanding of the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Excellent attention to detail and written/verbal communication skills.
• Ability to remain calm under pressure without losing a customer-service-oriented attitude.
• Good listener, collaborator, and able to work in a fast-paced environment while being able to adjust quickly to incoming requests and handle them in a timely manner.
• Ability to handle sensitive information with discretion and exhibits sound judgement with the ability to prioritize and make decisions.
• Has a resourceful, can-do attitude and is eager to tackle new projects and ideas.
• Experience managing audio and virtual event production is a plus.
• Employees can be expected to be paid an annualized salary range of $69,620-$90,000, based on variations in knowledge, skills, experience, and market conditions.
• #LI-AL1

We offer comprehensive benefits (https://www.bequad.com/benefits) for eligible employees including medical, prescription, dental and vision insurance, 401(k) retirement savings, paid time off, holidays and additional benefits.

Rise and Quad are proud to be equal opportunity employers. We are committed to creating a place of belonging - a space where employees do not need to sacrifice who they are to exist and grow in our workplace. Rise and Quad do not discriminate on any unlawful basis including race, religion, color, national origin, disability, gender, gender identity, sexual orienta