Executive Assistant

Calculated Hire; Naperville (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

A staffing solutions company in Naperville is looking for a Manager to oversee calendar management, travel coordination, and email correspondence. The ideal candidate will be proactive, organized, and tech-savvy, with excellent communication skills to support executives and facilitate logistics for meetings and events. This role offers a dynamic work environment that requires adaptability and strong problem-solving abilities.

Qualifications

• Ability to prioritize tasks and work independently.
• Excellent written and verbal communication skills.
• Thrives in a fast-paced environment with tight deadlines.

Responsibilities

• Coordinate meetings, calls, and appointments for managers.
• Arrange travel and prepare itineraries.
• Process expense reports and manage email correspondence.
• Prepare agendas and presentations for meetings.
• Assist with logistical support for events.

Skills

Proactive & Organized

Strong Communication

Adaptability

Tech Savvy

Tools

Excel

Powerpoint

Salesforce

MS Outlook

Workday

Job description

Manager

Supports

• Managing Director (Hinsdale)
• Naperville: 1 day per week
• 503 N Washington St, Floor 2 | Naperville, IL 60563
• Proactive & Organized: Anticipating needs, prioritizing tasks, and working independently
• Strong Communication: Excellent written and verbal skills for interacting with clients and staff
• Adaptability: Thriving in a fast-paced environment with tight deadlines
• Tech Savvy: Comfortable with Excel, Powerpoint, Salesforce, MS Outlook, Workday, etc.

Core Responsibilities

• Calendar Management (coordinate meetings, calls, and appointments for both managers)
• Travel Coordination (arrange travel and prepare itineraries, as appropriate)
• Expense Management (process expense reports, as appropriate)
• Manage email correspondence and prioritize urgent matters.
• Serve as point of contact between executives, internal teams, and external clients.

Meeting & Event Support

• Prepare agendas, presentations, and meeting materials
• Coordination with One Client Events and Meetings
• Follow up on events, track RSVPs, and keep teams and managers up to date
• Assist with logistics for client events and leadership meetings

Operational & Project Support

• Assistance with IT systems
• Support special projects as requested
• Some ‘Office Management’ responsibilities (supplies, help with access keys, etc.)