Executive Assistant

2 months ago

Chicago, United States LHH Full time

Title: Executive Assistant

Department: Administration

Location: Chicago


Job Description

The Executive Assistant plays a crucial role in providing top-tier administrative support to senior executives, allowing them to concentrate on strategic initiatives and decision-making. This position involves managing daily schedules, coordinating meetings, handling communications, preparing reports, and ensuring the smooth operation of the executive office. The ideal candidate will be highly organized, proactive, detail-oriented, and capable of handling confidential information with discretion.


Job Responsibilities

Calendar Management:

  • Schedule, coordinate, and prioritize appointments, meetings, and events for executives.
  • Ensure executives are well-prepared for meetings by providing necessary materials, agendas, and itineraries.
  • Manage conflicting schedules and make adjustments as needed to accommodate priorities.

Communication Management:

  • Act as the primary point of contact between executives and internal/external stakeholders.
  • Screen, prioritize, and respond to incoming communications (calls, emails, messages) on behalf of the executive.
  • Draft and proofread correspondence, reports, presentations, and other documents as needed.

Meeting Coordination:

  • Arrange and facilitate logistics for meetings, including virtual meetings, conference calls, and in-person events.
  • Prepare meeting agendas, take minutes, and follow up on action items.
  • Ensure executives are fully briefed ahead of meetings and presentations.

Travel Arrangements:

  • Coordinate and manage complex travel itineraries, including flights, accommodations, transportation, and travel documentation.
  • Prepare detailed travel itineraries and ensure executives have all necessary materials for business trips.

Project Management & Research:

  • Assist in tracking project progress, deadlines, and deliverables for key initiatives.
  • Conduct research and gather information for reports, presentations, and executive decision-making.
  • Support the executive team in ad hoc projects and initiatives as needed.

Office Management:

  • Maintain organized filing systems, both physical and digital, for easy retrieval of important documents.
  • Order office supplies and ensure the executive office is stocked and organized.
  • Manage expenses, track budgets, and prepare financial reports as needed.

Confidentiality & Discretion:

  • Handle sensitive and confidential information with the utmost professionalism and discretion.


Basic Qualifications:

  • Minimum of 3-5 years of experience in an executive assistant or administrative support role, preferably supporting senior-level executives.
  • A bachelor’s degree or equivalent experience is preferred.
  • Advanced knowledge of Microsoft Office Suite (Adobe, Word, Excel, PowerPoint, Outlook), project management tools, and virtual meeting platforms (Zoom, Microsoft Teams, etc.).
  • Excellent verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
  • Ability to anticipate executive needs, identify potential issues, and proactively offer solutions.
  • High attention to detail and accuracy in all aspects of work.
  • Ability to handle sensitive and confidential matters with discretion and professionalism.
  • Ability to work independently and meet required deadlines.
  • Excellent leadership skills and the ability to operate as a backup to multiple staff positions

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