Executive Assistant

ForceBrands; West Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

ForceBrands in the Chicago area is seeking an experienced Executive Assistant to provide high-level administrative and organizational support to its President and Owner. The role demands discretion, proactive problem solving, and the ability to manage a dynamic schedule.

You will handle calendar management, travel logistics, correspondence, meeting preparation, and cross-functional coordination, while maintaining confidentiality in a fast-paced, private company environment.

Qualifications

• At least five years of experience directly supporting a President, Owner, CEO, senior executive, or other C-suite leader.
• Experience in privately held, family-owned, manufacturing, or consumer products environments is preferred.
• Advanced calendar management, scheduling, prioritization, and organizational capabilities.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated professionalism, discretion, and sound judgment.
• Ability to work independently and manage multiple priorities.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Valid driver’s license and reliable transportation preferred.

Responsibilities

• Manage the President and Owner’s calendar, appointments, meetings, calls, and daily schedule.
• Coordinate internal and external meetings, prepare agendas, organize materials, document action items, and manage follow-up.
• Proactively identify scheduling conflicts and shifting priorities.
• Draft, edit, and proofread correspondence, presentations, reports, and executive materials.
• Act as gatekeeper and primary point of contact for internal teams, customers, vendors, and partners.
• Coordinate business travel, including flights, hotels, ground transportation, itineraries, and expenses.
• Prepare expense reports, invoices, reimbursements, and maintain confidential records.
• Provide occasional personal administrative assistance and special projects.

Skills

Calendar management

Scheduling

Organization

Communication skills

Discretion & professionalism

Independent work

Microsoft Office & Teams

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Job description

Executive Assistant to the President & Owner

A privately held consumer products company is seeking an experienced Executive Assistant to provide high-level administrative, organizational, and day-to-day support to its President and Owner. This individual will serve as a trusted partner in a fast-paced environment, anticipating needs, managing competing priorities, and supporting both business responsibilities and occasional personal administrative matters with professionalism and discretion.

Responsibilities

Executive Support

• Manage the President and Owner’s calendar, appointments, meetings, calls, and daily schedule.
• Coordinate internal and external meetings, including preparing agendas, organizing materials, documenting action items, and managing follow-up.
• Proactively identify scheduling conflicts, shifting priorities, and time-sensitive requests.
• Draft, edit, and proofread correspondence, presentations, reports, and other executive materials.
• Act as a trusted gatekeeper and primary point of contact for internal teams, senior leaders, customers, vendors, business partners, and community contacts.
• Anticipate executive needs and take initiative to resolve issues before they arise.

Communication and Coordination

• Manage confidential and sensitive information with the highest level of discretion and professionalism.
• Draft and organize emails, letters, meeting notes, and other executive communications.
• Track outstanding action items, commitments, decisions, and deadlines to ensure timely completion.
• Partner with senior leadership and cross-functional departments to support company priorities and executive-led initiatives.
• Maintain clear, professional communication with stakeholders at all levels of the organization.

Travel, Events, and Logistics

• Coordinate business travel, including flights, hotels, ground transportation, detailed itineraries, and expense reporting.
• Support the planning and execution of leadership meetings, customer visits, company events, community engagements, and special projects.
• Assist with reservations, gifting, hospitality, and other executive-level arrangements.
• Respond quickly to travel changes, scheduling updates, and unexpected logistical needs.

Administrative and Personal Support

• Prepare and process expense reports, invoices, reimbursements, and supporting documentation.
• Maintain well-organized executive records, files, contact lists, and confidential documents.
• Provide occasional personal administrative assistance, including local errands or appointment coordination.
• Manage special assignments and confidential projects with urgency, accuracy, and attention to detail.
• Take ownership of administrative needs and follow responsibilities through to completion.

Qualifications

• At least five years of experience directly supporting a President, Owner, CEO, senior executive, or other C-suite leader.
• Experience within a privately held, family-owned, manufacturing, consumer products, food and beverage, or similarly fast-paced organization is preferred.
• Advanced calendar management, scheduling, prioritization, and organizational capabilities.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated professionalism, emotional intelligence, discretion, and sound judgment.
• Proven ability to work independently, anticipate needs, and manage multiple competing priorities.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business applications.
• Ability to adapt quickly, remain composed under pressure, and respond effectively to changing circumstances.
• A valid driver’s license and reliable transportation are preferred due to occasional local meetings, errands, or event support.

Desired Attributes

• Proactive, responsive, and service-oriented.
• Highly trustworthy and capable of maintaining strict confidentiality.
• Detail-oriented while understanding broader business priorities.
• Comfortable interacting with executives, owners, senior leaders, vendors, customers, and community partners.
• Flexible and able to adjust priorities with limited notice.
• Polished professional presence and strong relationship-building skills.
• Resourceful problem-solver who demonstrates ownership and accountability.

Work Schedule

This is a full-time, primarily on-site position located in the northwest suburbs of Chicago. Standard business hours generally apply, although occasional early mornings, evenings, weekends, travel coordination, special events, and urgent executive requests will require additional flexibility.