Executive Assistant

Midland; Wheeling (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

Midland is seeking an Executive Assistant to provide high-level administrative support to senior leaders. You will manage calendars, coordinate meetings and travel, and handle confidential information with discretion.

The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while liaising with employees, clients, vendors and partners.

Qualifications

• 3–5+ years of administrative support experience, preferably supporting senior-level executives.
• Experience in a fast-paced corporate environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Teams.
• Ability to manage multiple priorities with discretion and professionalism.

Responsibilities

• Manage complex executive calendars, scheduling meetings, appointments, and events.
• Coordinate domestic and international travel arrangements, including itineraries.
• Prepare, edit, and distribute correspondence, presentations, reports, and materials.
• Screen and prioritize emails, calls, and mail.
• Organize internal and external meetings, agendas, logistics, and follow-up actions.
• Maintain confidential information with discretion.
• Track projects, deadlines, and key initiatives.
• Assist with budget tracking, expense reporting, and invoice processing.
• Coordinate special projects and events as assigned.
• Serve as a liaison between executives, employees, clients, vendors, and partners.
• Maintain accurate records and documentation.
• Support executive decision-making by gathering information and preparing reports.

Skills

Organizational skills

Written and verbal communication

Discretion with confidential info

Proactivity

Multitasking

Independence

Interpersonal skills

Time management

Education

Associate's or Bachelor's degree in Business Administration or related field

Tools

Microsoft Office Suite

Teams

Job description

Position Summary

The Executive Assistant provides high-level administrative and organizational support to senior executives. This role is responsible for managing calendars, coordinating meetings and travel, handling confidential information, preparing reports and presentations, and serving as a key liaison between executives, employees, clients, and external stakeholders. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

• Manage complex executive calendars, including scheduling meetings, appointments, and events.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Prepare, edit, and distribute correspondence, presentations, reports, and meeting materials.
• Screen and prioritize incoming communications, including emails, phone calls, and mail.
• Organize and coordinate internal and external meetings, including agendas, meeting logistics, and follow-up action items.
• Maintain confidential and sensitive information with discretion and professionalism.
• Track projects, deadlines, and key initiatives to ensure timely completion.
• Assist with budget tracking, expense reporting, and invoice processing.
• Coordinate special projects and company events as assigned.
• Serve as a liaison between executives and internal departments, customers, vendors, and business partners.
• Maintain accurate records, files, and documentation.
• Support executive decision-making by gathering information and preparing reports as needed.

Qualifications

Education & Experience

• Associate's or Bachelor's degree in Business Administration or a related field preferred.
• 3-5+ years of administrative support experience, preferably supporting senior-level executives.
• Experience managing multiple priorities in a fast-paced corporate environment.

Knowledge, Skills & Abilities

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• High level of professionalism and discretion with confidential information.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and anticipate executive needs.
• Excellent interpersonal skills and customer-service mindset.
• Ability to prioritize tasks and meet deadlines with minimal supervision.

Physical Requirements

• Prolonged periods of sitting and working on a computer.
• Ability to occasionally lift and carry office materials up to 20 pounds.
• Ability to attend meetings and move throughout the office as needed.

Preferred Qualifications

• Experience supporting C-suite or senior leadership teams.
• Experience with expense management and travel booking systems.
• Project coordination or event planning experience.
• Knowledge of business operations, HR, finance, or customer service functions.

Key Competencies

• Professionalism and confidentiality
• Organization and planning
• Communication skills
• Initiative and follow-through
• Adaptability and flexibility
• Attention to detail
• Relationship building
• Time management

Reports To:

Executive Leadership Team Member (President, CEO, COO, CFO, etc.)