Senior Executive Assistant

Tawani Enterprises; Chicago (IL); On-site; USD 85,000 - 140,000; Full time

Benefits offered by this job

Paid time off

401K

Medical, dental, and vision coverage

Job summary

A distinguished enterprise in Chicago is seeking an Executive Assistant to support the Chairwoman. The role involves managing schedules, communications, and travel arrangements while ensuring confidentiality. Candidates should have over 7 years of executive administrative experience, strong organizational skills, and proficiency in Microsoft Office. Benefits include paid time off, 401K, and medical coverage. This position requires a proactive individual capable of handling sensitive information and providing exceptional administrative support.

Qualifications

• 7+ years of experience in executive administrative support.
• Excellent organizational and communication skills.
• Experience with project oversight and personnel management.
• Exceptional organizational abilities, proactive problem-solving, adaptability, and strong verbal/written communication.
• Advanced to Expert level abilities with Microsoft Office products
• Excellent written and oral communication skills
• A minimum of 3 years’ experience with project oversight and/or supervisory/personnel management

Responsibilities

• Manage complex schedules and arrange meetings.
• Handle communications and act as primary gatekeeper.
• Coordinate travel arrangements and special events.
• Comfortable with someone reporting directly to this role
• Professionally handling emails, screening phone calls, and serving as the primary gatekeeper for the executive.
• Process mail and respond to routine correspondence
• Able to take comprehensive messages when not available
• Liaison between Chairwoman, organization and family, household staff, etc.
• Compose thank you notes to all guests
• Compose letters for distribution and gifts
• Mailing books to various friends, family, and colleagues
• Coordinate staff birthday gifts
• Coordinate personal donations, correspond with organization, and maintain calendar for annual donations
• Maintain all contracts
• Coordinate all travel arrangements and special events with an eye to comfort/convenience as well as cost
• Organizing comprehensive travel itineraries and managing expense reports.
• Candidate must be open to travel with the executive if needed
• Provide concierge services to the Chairwoman
• Preparing reports, presentations, conducting research, and overseeing special projects.
• Access, Outlook, PowerPoint: intermediate to advanced abilities with Intuit products
• Advanced to Expert level abilities with Microsoft Office products to include MS Word, Excel
• Confidentiality: Managing sensitive company, personal, and personnel information with discretion
• Maintain private files
• Scanning documents as necessary
• Flexible
• Process special orders
• Provide organization the Chairwoman's office
• Perform additional duties as assigned by the Chairwoman
• Understands reporting structure of the individual and organization
• Previous family office executive experience is a plus
• Perform additional duties as assigned by the Chairwoman

Skills

Detail oriented

Strong verbal/written communication

Problem-solving

Organizational abilities

Time management

Gatekeeping

Travel coordination

Education

Bachelor’s degree in business related field

Tools

Microsoft Office products

Intuit products

Outlook

PowerPoint

Job description

POSITION SUMMARY

The Executive Assistant to the Chairwoman is the personal assistant to the principal, providing personalized administrative support in a well-organized and timely manner.

ESSENTIAL POSITION QUALIFICATIONS

• Bachelor’s degree (minimum) – business related field preferred
• 7+ years experience in specific executive administrative support capacity
• Extremely detail oriented and organized
• Exceptional organizational abilities, proactive problem-solving, adaptability, and strong verbal/written communication.
• Advanced to Expert level abilities with Microsoft Office products
• Excellent written and oral communication skills
• A minimum of 3 years’ experience with project oversight and/or supervisory/personnel management

ASSIGNED RESPONSIBILITIES AND DUTIES

Calendar, Meeting, and Professional Management

• Managing complex schedules, coordinating across time zones, and arranging meetings.
• Manage and maintain subscriptions, organization memberships, and licenses

Management

• Ability to manage and collaborate with another executive assistant
• Comfortable with someone reporting directly to this role

Communication

• Professionally handling emails, screening phone calls, and serving as the primary gatekeeper for the executive.
• Process mail and respond to routine correspondence
• Able to take comprehensive messages when not available
• Liaison between Chairwoman, organizationand family, household staff, etc.
• Compose thank you notes to all guests
• Compose letters for distribution and gifts
• Mailing books to various friends, family, and colleagues
• Coordinate staff birthday gifts
• Coordinate personal donations, correspond with organization, and maintain calendar for annual donations
• Maintain all contracts

Travel & Logistics

• Coordinate all travel arrangements and special events with an eye to comfort/convenience as well as cost
• Organizing comprehensive travel itineraries and managing expense reports.
• Candidate must be open to travel with the executive if needed
• Provide concierge services to the Chairwoman

Strategic and Technical Support

• Preparing reports, presentations, conducting research, and overseeing special projects.
• Advanced to Expert level abilities with Microsoft Office products to include MS Word, Excel
• Access, Outlook, PowerPoint: intermediate to advanced abilities with Intuit products

Confidentiality

• Managing sensitive company, personal, and personnel information with discretion
• Maintain private files
• Scanning documents as necessary

OTHER DUTIES INCLUDE

• Flexible
• Process special orders
• Provide organization the Chairwoman's office
• Perform additional duties as assigned by the Chairwoman
• Understands reporting structure of the individual and organization
• Previous family office executive experience is a plus
• Perform additional duties as assigned by the Chairwoman

Benefits (Full-time Employees)

• Paid time off
• 401K
• Medical, dental, and vision coverage