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Confidential Senior Executive Assistant

3 months ago

Peoria, Illinois, United States Bisnow Media Full time

Our SelectLeaders' client is seeking a Senior Executive Assistant.

This person will supervise the day-to-day operations of the Chairman's office and Business Development administrative staff. They will provide support to the Chairman managing existing and potential investors, political, and other contacts and facilitate meetings.

Key Responsibilities:

  • Oversee Chairman's office operations and administrative staff.
  • Prioritize Chairman's key projects and goals. Ensure needs are conveyed to internal/external team members for critical tasks that are essential to completing the goals in a timely manner.
  • Act as a first point of contact with professional organizations/members.
  • Provide key information and analysis to ensure alignment with the overall strategy.
  • Provide administrative support and oversight of Executive Assistant to Chairman for corporate and personal matters completing all projects in a timely fashion, including the following:
  • Coordinate strategic meetings, documentation and deliverables. Set pace for meeting key timelines, manages expectations and ensures all collateral ready for review.
  • Monitor calls and incoming/outgoing emails. Draft key memos and presentations to internal/external stakeholders.
  • Provide oversight and review of draft correspondence and meeting materials regarding political, investor, financial, personal, or other matters prepared by Executive Assistant prior to Chairman's review.
  • Draft and follow up on email and written correspondence, as well as phone calls on behalf of the Chairman.
  • Plan and coordinate all business and personal travel for Chairman as assigned including hotels, flights and ground transportation; travel books and itineraries; communication to company regarding Chairman's business travel schedule. Inform Chairman of changes during travel. Communication with family members as directed by Chairman for out-of-town trips.
  • Oversight and Management of Chairman's meetings, appointments and calendars (corporate and personal), often controlling access to the Chairman. Ensure constant accuracy.
  • Manage Chairman's Outlook and Personal Holiday Card List ensuring constant accuracy.
  • Scope, plan and execute multiple, often quick turnaround projects for Chairman with minimal assistance.
  • Correspond with employees, family members & personal business partners on behalf of Chairman as requested.
  • Manage and assist the Business Development team with planning and organization of all corporate business/partner events (IE Masters, team building), as well as Chairman personal eventsand meetings (including invitations, maintaining guest rsvp's, ordering food, beverages, decorations, ensuring adequate staff is available to run event, supervise the event, etc.) with personal property manager.
  • Provide back-up for Executive Assistant when out of the office.
  • Travel, attend and participate in company related special events and activities as required.

Qualifications:

  • 5+ years of experience at the c suite level
  • Experience in Microsoft Office
  • Ability to report into the Peoria office 5 days a week
  • Experience scheduling and managing travel schedule and calendars for executives