Strategic Executive Assistant for Leadership Teams

HireTalent; Lake Forest (IL); On-site; USD 75,000 - 110,000; Full time

Job summary

HireTalent is seeking an experienced Executive Assistant to provide high‑level administrative support to senior leaders and leadership teams. The role reports to the Manager of Administrative Services and acts as a strategic partner by managing calendars, travel, communications, and operational tasks in a fast-paced corporate setting.

The ideal candidate will be highly organized, proactive, and adept at handling confidential information, with strong written and spoken communication skills and

Qualifications

• Minimum 5 years of experience supporting senior leaders, executives, or C-suite professionals
• Experience managing complex calendars, travel arrangements, and executive-level administrative responsibilities

Responsibilities

• Manage complex calendars, scheduling, and meeting coordination for senior leaders and leadership teams
• Coordinate meeting logistics, invitations, presentation materials, agendas, handouts, and follow-up activities
• Record meeting notes, action items, and decisions as needed
• Facilitate virtual meetings by managing online platforms, troubleshooting issues, and supporting attendee engagement
• Prepare, edit, proofread, and distribute business communications and documents, including reports, presentations, memos, surveys, organizational charts, and department communications
• Maintain electronic records and document management systems
• Coordinate domestic and international travel arrangements and itineraries
• Create team meeting agendas and coordinate meeting execution
• Support onboarding and offboarding activities for department employees
• Maintain department supplies and manage related budgets
• Participate in departmental projects and process improvement initiatives
• Assist with Teams and SharePoint site administration and maintenance
• Act as a trusted partner to leadership by anticipating challenges and identifying opportunities for operational improvements
• Develop recommendations to improve efficiency and effectiveness

Skills

Executive support

Calendar management

Travel coordination

Meeting planning

Communication

Outlook

Teams

PowerPoint

Word

Tools

SharePoint

Excel

Word

PowerPoint

Outlook

Teams

Job description

HireTalent is seeking an experienced Executive Assistant to provide high‑level administrative support to senior leaders and leadership teams. The role reports to the Manager of Administrative Services and acts as a strategic partner by managing calendars, travel, communications, and operational tasks in a fast-paced corporate setting.

The ideal candidate will be highly organized, proactive, and adept at handling confidential information, with strong written and spoken communication skills and