Office Manager/Executive Assistant

City Staffing; Chicago (IL); On-site; USD 90,000 - 95,000; Full time

Job summary

City Staffing seeks an Office Manager/Executive Assistant for a direct-hire role in Chicago, IL. Fully onsite in Downtown Chicago, you will support the CEO and VP with calendar management, travel coordination, and high-level administrative tasks, including onboarding new staff.

The ideal candidate has 5+ years in EA/office management, strong Microsoft 365 skills, excellent communication, and a high level of organization to handle confidential information and fast-paced operations.

Qualifications

• Bachelor's degree preferred.
• 5+ years of experience in an executive assistant, office manager, or similar administrative role.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent written and verbal communication with executives and stakeholders.
• Highly organized and detail-oriented, able to anticipate needs.

Responsibilities

• Provide comprehensive administrative and office support to executives, including CEO and VP.
• Manage complex calendars and scheduling across stakeholders.
• Arrange travel and coordinate logistics.
• Collect and compare travel/service quotes to aid decision making.
• Manage high-volume inbox and triage correspondence for executives.
• Serve as professional contact for internal/external stakeholders.
• Prepare PowerPoint presentations and materials for executive communications.
• Coordinate in-office meeting logistics and stakeholder communication.
• Oversee day-to-day office operations and vendor relationships.
• Support onboarding of new employees and maintain discretion with confidential records.

Skills

Calendar management

Executive support

Multitasking

Communication

Onboarding support

Discretion with confidential info

Education

Bachelor's degree preferred

Tools

Microsoft 365

PowerPoint

Job description

This is a direct hire position in Chicago, Illinois.

Start Date: ASAP

Duration: Direct Hire

Schedule: Monday - Friday | Full Time

Location: Fully onsite in Downtown Chicago

Compensation: $90,000 - $95,000 salary plus comprehensive benefits

Our client in renewable energy seeks an Office Manager/Executive Assistant to support the in-office team, including on-site executives. Responsibilities will include comprehensive administrative and office support, complex calendar management, travel arrangement and vendor coordination, high-volume inbox management, meeting logistics, PowerPoint preparation, day-to-day office operations, and support with new employee onboarding.

RESPONSIBILITIES:

• Provide comprehensive administrative and office support to a team of executives, including the CEO and VP
• Manage complex calendars and scheduling, coordinating meetings across multiple stakeholders
• Arrange travel, anticipating related logistical needs and potential conflicts
• Collect and compare quotes from travel providers, supply vendors, and other service providers, presenting clear pros and cons to support decision-making
• Manage a high-volume email inbox, prioritizing and triaging correspondence on behalf of executives
• Serve as a professional point of contact for key internal and external stakeholders
• Prepare PowerPoint presentations and other materials to support executive communications
• Coordinate logistics and preparation for in-office meetings, including related stakeholder communications
• Oversee day-to-day office operations, including vendor relationships and supply management
• Support onboarding processes for new employees
• Maintain strict discretion in handling confidential personnel records and company information

QUALIFICATIONS:

• Bachelor's degree preferred
• 5+ years of experience in an executive assistant, office manager, or similar administrative role
• Proven ability to manage multiple priorities in a fast-paced, small-team environment
• Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams
• Excellent written and verbal communication skills, with the ability to interact professionally with executives and stakeholders
• Highly organized and detail-oriented, with the ability to anticipate needs before they arise