Executive Assistant (Virtual, US)

Sirva; Oakbrook Terrace (IL); Remote; USD 85,000 - 100,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k)

FSA/HSA

Employer HSA Match

Life & Disability Insurance

Paid Time Off

Volunteer Time Off

ID Theft Protection Plan

Job summary

Sirva seeks an Executive Assistant to provide high-level support to the CEO and Executive Leadership Team. You will manage calendars, communications, travel, meetings, and key initiatives across multiple regions, ensuring confidentiality and proactive prioritization.

You will coordinate board and leadership meetings, prepare materials, and draft presentations. Strong organizational skills, judgment, discretion, and independent work in a fast-paced global environment are essential.

Qualifications

• 5-7+ years of executive administrative support, including direct support of C-suite or senior leadership.
• Experience in a global organization is preferred.
• Advanced proficiency with Microsoft 365 apps and collaboration tools.

Responsibilities

• Support and coordinate daily executive tasks to keep leaders organized and efficient.
• Manage calendars, communications, meetings, and travel across regions/time zones.
• Prepare, plan, and coordinate board/leadership meetings and materials.
• Draft and edit presentations and briefing materials for internal/external audiences.
• Handle confidential information with discretion and build trusted relationships with executives.

Skills

Executive support

C-suite support

Microsoft 365

Calendar management

Travel coordination

Board meeting support

Discretion & confidentiality

Project management

Education

Bachelor/Associate degree preferred

Tools

Microsoft 365 suite

Outlook

Teams

SharePoint

PowerPoint

Job description

Role Overview

As Executive Assistant, you will contribute to Sirva's success by providing high-level support to the Chief Executive Officer (CEO) and Executive Leadership Team (ELT). Working across multiple regions and time zones, you will manage executive priorities, calendars, communications, meetings, travel, and key business initiatives while proactively anticipating leadership needs.

In this role, you will coordinate executive administration, board and leadership meetings, reporting, presentations, projects, and events. You will regularly interact with colleagues at all levels of the organization, as well as external clients, partners, Board members, and suppliers.

To be successful, you will demonstrate exceptional organizational skills, sound judgment, professionalism, discretion, and the ability to work independently in a fast-paced global environment. This role offers broad exposure across the organization and the opportunity to support key strategic initiatives.

Essential Functions & Responsibilities

90%

• Support and coordination of daily tasks in order to keep leaders organized and efficient, which may include but is not limited to:
• Calendar maintenance
• Administrative support
• Expense reporting
• Preparation, planning, and coordinating of office or regional meetings or teleconferences
• Preparation and coordination of domestic and international travel arrangements
• Drafting meeting minutes
• Drafting and editing presentations, which could include preparing hard copy documents
• Assist with expense and budget tracking, as required
• Assist with the preparation of local office events, and/or global town hall meetings
• Gather, consolidate, and coordinate information from across the organization to support executive reporting, presentations, dashboards, and decision-making materials.
• Coordinate Board and Executive Leadership meetings, including scheduling, logistics, preparation of materials, and distribution of meeting documentation.
• Assist with executive communications, correspondence, presentations, and briefing materials for internal and external audiences.
• Serve as a trusted partner to the CEO and ELT, helping ensure follow-through on key priorities, action items, and organizational initiatives.
• Handle highly confidential information with the utmost discretion
• Act as liaison between the leaders and relevant parts of the organization

10%

• Other duties as required

Education/Certification Requirements

• Associate/Bachelor's Degree preferred

Qualifications and Experience Requirements

• 5-7+ years of executive administrative support experience, including direct support of C-suite executives or senior leadership teams, preferably in a global organization.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Ability to work independently with minimal direction in a fast-paced environment
• Ability to build trusted relationships and effectively manage interactions with senior executives, Board members, and external stakeholders.
• Must have the ability to work collaboratively across all levels of the organization with a customer-centric mindset
• Strong coordination skills with the ability to balance multiple tasks, prioritize work in order to meet deadlines, and be agile with changes in environment and deadlines
• Independently exercise good judgment, discretion and sound reasoning in making important decisions while looking for opportunities to make improvements
• Superior organization and communication skills, both written and verbal, professional presence and an ability to multitask
• High level of professionalism, integrity, discretion, sound judgment, and commitment to maintaining confidentiality.
• Previous project management experience highly desirable

At Sirva, we are committed to fair and transparent compensation practices. In accordance with applicable state and federal laws, we provide the following salary information for this position:

• Position Title: Executive Assistant
• Salary Range: $85,000-$100,000 USD
• Benefits: Comprehensive benefits package that includes Medical, Dental, Vision, 401(k), FSA/HSA, Employer HSA Match, Life & Disability Insurance, Paid Time Off, Volunteer Time Off, ID Theft Protection Plan and more. Benefits are based on employment status and may not be available for temporary or non full-time employees

Salary ranges may vary based on location, market conditions, and other factors such as experience and qualifications. The final compensation will be determined during the hiring process based on these considerations.

For positions available outside the United States, salaries will take into account local currency and market conditions, which may differ from the USD salary range. If you have any questions about salary or benefits, we encourage you to ask during the hiring process.

• Artificial Intelligence Usage: Artificial intelligence tools may be used to assist with administrative tasks such as notetaking and advanced candidate searches during the recruitment process. All screening, assessment, and hiring decisions are made by human recruiters and hiring managers.

• Vacancy Status: This posting reflects an existing vacancy within our organization.

#LI-Remote

Sirva Worldwide, Inc. provides HR and mobility professionals with the resources, guidance, and support they need to achieve the best possible relocation for talent, and for the companies that move them. As a leading global relocation management and moving services company, we bring together personalized program solutions, expansive global reach, innovative technology, and an unmatched supply chain to transform businesses of any size and empower talent moving to their next opportunity. From corporate relocation and household goods to home sale and commercial moving and storage, our portfolio of brands (including Sirva, Allied, northAmerican, Global Van Lines, Alliance, and Sirva Mortgage) provide everything needed to move talent and deliver experience.

Sirva is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, military status, genetic information or any other consideration made unlawful by applicable federal, state, or local laws. Sirva also prohibits harassment of applicants and employees based on any of these protected categories. It is also Sirva's policy to comply with all applicable state and federal laws respecting consideration of unemployment status in making hiring decisions. The Federal EEO Law Poster may be found at http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf. If you need a reasonable accommodation because of a disability of any part of the employment process, please send an email to Human Resources at [e-mail] and let us know the nature of your request and your contact information.