Senior Executive Assistant & Travel Scheduler

PHD Services; Illinois; On-site; USD 55,000 - 75,000; Full time

Job summary

PHD Services in Illinois is seeking an experienced Executive Administrative Assistant to join our team and provide high-level support to our executive staff. The role requires strong organization, discretion, and the ability to manage multiple priorities while welcoming visitors and callers.

You will handle calendar management, travel arrangements, meeting notes, and daily office operations using Microsoft 365 and Google Workspace.

Qualifications

• High school diploma or GED equivalent.
• Valid driver's license.
• Minimum of 5 years executive-level administrative experience.
• Experience with multifunction printers, scanning, and toner replacement.
• Proficiency with Microsoft 365 and Google Workspace.
• Proficiency with Word, Excel, Outlook, PowerPoint and other business apps.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication.
• Professional, discreet demeanor with executives, staff, visitors and vendors.
• Ability to handle confidential information and respond professionally.

Responsibilities

• Maintain, organize, and order office supplies.
• greet and sign in visitors and provide a welcoming experience.
• Manage team schedules and appointments using calendar apps.
• Coordinate domestic and international travel for executive staff.
• Take accurate meeting notes and distribute follow-ups.
• Answer, screen, and direct incoming calls professionally.
• Receive and relay messages accurately and promptly.
• Assist with administrative and project work using Microsoft 365.
• Support executives and teams with day-to-day needs.
• Maintain organized files and confidential records.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion

Multitasking

Document management

Attention to detail

Education

High school diploma or GED

Tools

Microsoft 365

Google Workspace

Word

Excel

Outlook

PowerPoint

Job description

PHD Services in Illinois is seeking an experienced Executive Administrative Assistant to join our team and provide high-level support to our executive staff. The role requires strong organization, discretion, and the ability to manage multiple priorities while welcoming visitors and callers.

You will handle calendar management, travel arrangements, meeting notes, and daily office operations using Microsoft 365 and Google Workspace.