Executive Assistant

Career Group; Schaumburg (IL); On-site; USD 75,000 - 100,000; Full time

Benefits offered by this job

Bonus

Benefits

Job summary

Career Group is seeking a polished Executive Assistant to support senior professionals and represent the Illinois office in Schaumburg. This role blends executive support with office operations in a fast-paced environment, demanding discretion, professionalism, and strong organizational skills.

Key duties include calendar management, travel planning, expense reporting, front-desk oversight, meetings coordination, and event support for internal teams.

Qualifications

• Previous experience as EA/Administrative roles.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication.
• Discretion and professionalism at senior levels.
• Self-starter and independent worker.

Responsibilities

• Provide high-level administrative support to senior professionals, including calendar and travel management.
• Coordinate domestic and international travel and prepare itineraries.
• Process monthly expense reports accurately and timely.
• Manage front-facing Chicago office and client interactions.
• Oversee meeting rooms, office logistics, and office supplies.
• Coordinate internal meetings and team events.

Skills

Calendar management

Travel coordination

Expense reporting

Confidentiality

Office coordination

Communication

Interpersonal skills

Independent working

Tools

Zoom

Microsoft Teams

Office hardware

Job description

Salary Range: $75,000–$100,000 + Bonus + Benefits

Hours: Full-Time

Company Overview

Our client is a leading private equity firm headquartered in Menlo Park, California, with additional offices in Atlanta, Chicago, London, and New York. The firm is seeking a polished, proactive, and highly organized Executive Assistant to support senior professionals while serving as the face of its Illinois office.

This is an exciting opportunity for an administrative professional who thrives in a fast-paced, high-performance environment and enjoys balancing executive support with office operations responsibilities. The ideal candidate is resourceful, detail-oriented, and capable of operating independently while maintaining a high level of professionalism and discretion.

Key Responsibilities

Executive Support

• Provide high-level administrative support to senior professionals, including complex calendar management, travel coordination, expense reporting, and confidential correspondence.
• Coordinate domestic and international travel arrangements and prepare detailed itineraries.
• Process monthly expense reports accurately and in a timely manner.
• Manage sensitive information with the highest degree of confidentiality and discretion.

Office Management & Operations

• Serve as the primary point of contact and front-facing representative for the Chicago office.
• Ensure a welcoming and professional experience for visitors, clients, and stakeholders.
• Oversee conference room scheduling, meeting setup, and room resets.
• Maintain the overall appearance and functionality of the office and shared spaces.
• Coordinate daily office logistics, including lunches, catering, mail distribution, shipments, and guest accommodations.
• Manage office and kitchen inventory, ensuring supplies, snacks, and beverages are fully stocked.
• Provide basic troubleshooting and day-to-day support for office technology, including Zoom, Microsoft Teams, printers, conference room systems, and office hardware.
• Escalate complex technology issues to internal IT resources as needed.
• Assist with onboarding logistics and workspace preparation for new hires and visitors.

Event & Culture Support

• Coordinate internal meetings, client meetings, and team events, including catering and logistical planning.
• Support a collaborative and professional office culture by serving as a trusted resource for employees and visitors.
• Contribute to maintaining a high-performing and positive workplace environment.

Qualifications

• Previous experience in an Executive Assistant, Administrative Assistant, Reception, Front Desk, Office Coordinator, or Office Manager role.
• Proven ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Exceptional organizational skills with strong attention to detail and follow-through.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and sound judgment.
• Self-starter mentality with the ability to work independently and take ownership of responsibilities.
• Strong interpersonal skills and the ability to interact confidently with senior executives, clients, and external partners.
• Adaptable and eager to learn new systems, tools, and processes.

Technical Skills

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We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.