Senior Executive Assistant

Jobtailor; Rosemont (IL); On-site; USD 70,000 - 110,000; Full time

Job summary

Jobtailor seeks an experienced Executive Administrative Assistant to support the CEO and CHRO, manage complex calendars, coordinate internal and external meetings across time zones, and handle travel itineraries. You will draft, edit and format materials, track action items, oversee meeting logistics, and act as a liaison with stakeholders while safeguarding confidential information.

This role requires 7+ years of experience and mastery of Microsoft Office, with onsite work in Rosemont three

Qualifications

• 7+ years of progressively responsible executive administrative support experience.
• Experience providing direct administrative support to senior executives, preferably including C-suite leaders.
• Experience managing complex executive calendars, competing priorities, and frequently changing schedules.
• Experience coordinating executive travel, expense reporting, leadership meetings, and executive events.
• Advanced proficiency with Microsoft Outlook, Teams, PowerPoint, Word, and Excel.
• Exceptional organizational, time-management, and project-coordination skills.
• Strong written and verbal communication skills.
• Attention to detail, sound judgment, discretion, and ability to handle confidential information.
• Ability to anticipate needs, identify potential issues, take initiative, and follow assignments through completion with limited supervision.
• Ability to build effective relationships and communicate professionally with executives, employees, Board-related contacts, and external stakeholders.
• Ability to remain composed and responsive while managing urgent requests, changing schedules, competing priorities, and multiple time zones.
• Ability to work independently while collaborating with executive leaders and cross-functional partners.
• Ability to work from the Rosemont office at least three days per week.
• Ability to provide occasional support outside standard business hours when required.
• Preferred: experience coordinating Executive Leadership Team, Board-related, company-wide, or senior leadership meetings.
• Preferred: experience in a multi-location, national, or international organization.
• Preferred: experience improving administrative workflows, executive operating rhythms, action-item tracking, or Executive Office processes.

Responsibilities

• Manage complex, frequently changing calendars for the CEO and CHRO.
• Coordinate internal and external meetings across multiple locations and time zones.
• Identify scheduling conflicts, preparation requirements, and gaps in executive availability.
• Coordinate domestic and international executive travel, itineraries, and expense reports.
• Coordinate Executive Leadership Team meetings, Board-related meetings, leadership off-sites, Town Halls, executive visits, customer meetings, and company-sponsored events.
• Manage meeting and event logistics, agendas, presentations, briefing materials, reports, technology, venues, catering, and communications.

Skills

Calendar Management

Travel Coordination

Expense Reporting

Document Preparation

Action Item Tracking

Event Coordination

Project Coordination

Workflow Improvement

Meeting Logistics

Confidential Information Handling

Communication Skills

Attention to Detail

Time Management

Discretion

Relationship Building

Tools

Outlook

Teams

PowerPoint

Word

Excel

Job description

• Manage complex, frequently changing calendars for the Chief Executive Officer and Chief Human Resources Officer
• Coordinate internal and external meetings across multiple locations and time zones
• Identify scheduling conflicts, competing priorities, preparation requirements, and gaps in executive availability
• Coordinate domestic and international executive travel, itineraries, and expense reports
• Coordinate Executive Leadership Team meetings, Board-related meetings, leadership off-sites, Town Halls, executive visits, customer meetings, and company-sponsored events
• Manage meeting and event logistics, agendas, presentations, briefing materials, reports, technology, venues, catering, and communications
• Draft, edit, proofread, format, and distribute executive correspondence, presentations, reports, and other materials
• Track executive action items, commitments, approvals, and deadlines through completion
• Coordinate document signatures, approvals, routing, storage, retrieval, invoice processing, and administrative transactions
• Improve Executive Office workflows, administrative processes, and recordkeeping practices
• Serve as a professional liaison between executives and internal and external stakeholders
• Screen, prioritize, route, and respond to inquiries and requests
• Handle confidential and sensitive information with discretion
• Communicate on behalf of executives when authorized
• Build effective working relationships across the organization
• Ensure schedules, commitments, meetings, travel, and priorities are executed reliably

Requirements

• 7+ years of progressively responsible executive administrative support experience
• Experience providing direct administrative support to senior executives, preferably including C-suite leaders
• Experience managing complex executive calendars, competing priorities, and frequently changing schedules
• Experience coordinating executive travel, expense reporting, leadership meetings, and executive events
• Experience preparing, editing, proofreading, and formatting professional correspondence, presentations, reports, and leadership materials
• Advanced proficiency with Microsoft Outlook, Teams, PowerPoint, Word, and Excel
• Exceptional organizational, time-management, and project-coordination skills
• Strong written and verbal communication skills
• Attention to detail, sound judgment, discretion, and ability to handle confidential information
• Ability to anticipate needs, identify potential issues, take initiative, and follow assignments through completion with limited supervision
• Ability to build effective relationships and communicate professionally with executives, employees, Board-related contacts, and external stakeholders
• Ability to remain composed and responsive while managing urgent requests, changing schedules, competing priorities, and multiple time zones
• Ability to work independently while collaborating with executive leaders and cross-functional partners
• Ability to work from the Rosemont office at least three days per week
• Ability to provide occasional support outside standard business hours when required
• Preferred: experience coordinating Executive Leadership Team, Board-related, company-wide, or senior leadership meetings
• Preferred: experience in a multi-location, national, or international organization
• Preferred: experience improving administrative workflows, executive operating rhythms, action-item tracking, or Executive Office processes

Core Competencies

Demonstrates advanced proficiency in managing complex executive calendars, coordinating travel and meetings, and preparing professional correspondence and presentations. Exhibits exceptional organizational skills, attention to detail, and the ability to handle confidential information while building effective relationships with stakeholders.

Highest-signal resume keywords

• Executive Administrative Support Experience
• Calendar Management
• Travel Coordination
• Microsoft Office Proficiency
• Organizational Skills

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Travel Coordination
• Expense Reporting
• Document Preparation
• Action Item Tracking
• Event Coordination
• Project Coordination
• Workflow Improvement
• Meeting Logistics
• Confidential Information Handling

Soft Skills

• Communication Skills
• Attention to Detail
• Time Management
• Discretion
• Relationship Building

Industry Keywords

• C-Suite Support
• Executive Leadership Team
• Board Meetings
• Multi-Location Coordination
• Administrative Processes

Tools & Technologies

• Microsoft Outlook
• Microsoft Teams
• Microsoft PowerPoint
• Microsoft Word
• Microsoft Excel