Executive Assistant

INTREN, LLC; Illinois; On-site; USD 65,000 - 85,000; Full time

Job summary

INTREN, LLC seeks an Executive Assistant to support the SVP of Operations in a highly confidential, fast-paced environment in Illinois. You will manage complex calendars, coordinate travel, draft executive communications, and prepare high-impact presentations for leadership and stakeholders.

The role requires strong organizational skills, discretion, and the ability to handle multiple priorities with attention to detail.

Qualifications

• Bachelor's degree or equivalent; preferred in Business Administration, Communications, or related field.
• Minimum of four years supporting senior executives or executive leadership teams.
• Strong written and verbal communication with discretion and professionalism.
• Advanced proficiency in Microsoft Office; ability to craft executive-level documents.

Responsibilities

• Provide high-level administrative support to the SVP of Operations, including calendar management and scheduling.
• Draft, edit, and format confidential correspondence and materials for executive meetings.
• Prepare PowerPoint presentations, reports, and other executive-level materials.
• Coordinate executive meetings, travel, and events; manage logistics and follow-up actions.
• Organize and maintain executive reports, records, and documentation for leadership.
• Support planning and execution of trade shows and corporate events as needed.
• Process timekeeping and expense reports in accordance with company policies.

Skills

Executive support

Calendar management

Travel coordination

Communication

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Job description

Reporting directly to the SVP of Operations, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the SVP of Operations and serves as a thought and workflow partner.

ESSENTIAL FUNCTIONS:

• Provide high-level administrative and organizational support to the SVP of Operations, including managing complex calendars, coordinating appointments, and maintaining awareness of executive commitments with customers, business partners, community organizations, and other stakeholders.
• Draft, prepare, proofread, and edit correspondence, communications, and other materials, including confidential and sensitive information, exercising a high degree of discretion and professionalism.
• Develop, format, and edit PowerPoint presentations, reports, spreadsheets, and other executive-level materials to support meetings, presentations, and business initiatives.
• Coordinate and facilitate executive meetings, conferences, and events, including scheduling, meeting logistics, facilities, catering, agendas, invitations, materials, and follow-up activities.
• Coordinate complex travel arrangements and itineraries, including flights, accommodations, ground transportation, meeting schedules, and preparation of travel-related materials.
• Organize, maintain, and ensure the accuracy and accessibility of executive reports, records, files, and other business documentation.
• Prepare agendas, meeting notices, minutes, resolutions, and supporting materials for Executive Leadership Team and corporate meetings, ensuring timely distribution and appropriate follow-up.
• Support the planning and execution of trade shows, conferences, industry events, customer meetings, and other corporate functions, including logistics, materials, registration, and on-site support as needed.
• Coordinate and facilitate the timely submission and processing of executive timekeeping, expense reports, and other administrative documentation in accordance with company policies and procedures.
• Travel periodically to support executive meetings, corporate events, trade shows, conferences, and other business activities as required.
• Perform additional administrative, organizational, and special-project responsibilities as assigned to support the Executive Leadership Team and broader business objectives.

DESIRED MINIMUM QUALIFICATIONS:

• Bachelor's degree in Business Administration, Communications, or a related field preferred; equivalent combination of education and relevant professional experience will be considered.
• Minimum of four years of progressively responsible experience supporting senior executives, executive leadership teams, or in a comparable executive administrative role.
• Demonstrated ability to manage multiple priorities, anticipate executive needs, exercise sound judgment, and effectively organize complex schedules and competing demands, with exceptional attention to detail and accuracy.
• Exceptional written and verbal communication skills, with advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and the ability to develop polished, executive-level presentations, correspondence, and business documents.
• Flexibility to support executive priorities outside of traditional business hours and willingness to travel periodically as business needs require.

Intren is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.