Executive Administrative Assistant

2 months ago

Chicago, United States Hoerr Schaudt Landscape Architects Full time

We are seeking a highly organized and proactive Executive Administrative Assistant to support our partnership team. The ideal candidate will be resourceful, detail-oriented, mission focused and capable of handling a wide range of administrative and executive support tasks. 


The chosen candidate will have at least 7 years of full time, onsite experience in a professional office setting with a proven record of success in all areas required of the role. This position is a member of the Administrative Team, which includes HR, Operations and Office Managers.


This position is full time and based onsite in our beautiful new Chicago office in the West Loop area. Benefits can be found on our careers page.


Responsibilities

These responsibilities reflect the dynamic role of an Executive Assistant, where flexibility, organization, and proactive support are essential to the business's success and efficiency. 


Administrative Support

  • Manage partners' calendars and schedules, including arranging appointments and meetings.
  • Handle incoming and outgoing correspondence, including emails, letters, and calls.
  • Prepare reports and presentations for meetings and presentations.
  • Support partners with quarterly goals and other small projects as requested.
  • Ensure completion of all tasks with high focus on prompt follow-through.
  • Anticipate partners' needs and proactively handle administrative tasks.
  • Conduct research and compile data for executive decision-making.
  • Handle personal tasks and errands as requested.


Communication Liaison

  • Handle requests and queries appropriately.
  • Act as a liaison between partners, teams, clients, vendors, and external stakeholders.
  • Coordinate client meetings and events, ensuring a smooth experience.
  • Ability to acknowledge the sensitively and maintain privacy of internal partner and leadership coordination.
  • Ensure partner and leadership dialog in sensitive matters in held in confidence


Travel and Accommodation Arrangements

  • Arrange travel itineraries, including flights, accommodations, and ground transportation.
  • Prepare travel agendas (often with input from other team members), necessary documents, and expense reports.
  • Share partners’ travel agendas with other team members for coordination.
  • Ensure travel plans align with partners' schedules and preferences.


Data Management and Record Keeping

  • Maintain accurate records and files, both electronic and physical.
  • Ensure information confidentiality and data protection.


Continuous Improvement:

  • Share opportunities to streamline processes and improve efficiency.
  • Implement best practices in administrative support.
  • Stay updated on industry trends and administrative tools to enhance job performance.


Qualifications:

  • Proven experience as an executive or administrative assistant or similar administrative role.
  • Excellent MS Office knowledge and proficiency and Abobe Suite, specifics experience with InDesign and PowerPoint.
  • Outstanding organizational and time management skills.
  • Ability to multitask and prioritize daily workload.
  • Discretion and confidentiality.
  • Knowledge of EOS and the supporting platform (Bloomgrowth) a plus but not required.
  • Strong communication skills, both written and verbal.
  • A proactive approach to problem-solving with strong decision-making skills.
  • Bachelor’s degree in business administration or relevant experience.
  • Experience in a business environment.
  • Expertise with project management tools and software.
  • Experience managing and coordinating requests from multiple staff.


Application Instructions:

Interested candidates should submit a resume and cover letter outlining their qualifications and why they are interested in working with us. Please include any relevant work samples or references. Send application information to the Director of Human Resources: Meg Graham at mgraham@hoerrschaudt.com

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