Executive Assistant

2 weeks ago

Skokie, United States SmartHire Inc. Full time

Family Office with several philanthropic entities is searching for a talented Executive Assistant (EA) to support the President of the organization and be a liaison to the Board of Directors. The position is located in Skokie. This is a hybrid role in the office 2 days per week.


The Executive Assistant (EA) is an important member of the team and will provide direct administrative support to the President/CEO and founder of the organization, the charitable entities and will also act as a liaison to the Board of Directors.


The EA will be an administrative professional who is flexible, discrete, and able to handle confidential information, manage time sensitive projects and be an adept problem-solver. They will have excellent written and oral communication skills, superb attention to detail, strong calendar management and excellent scheduling skills with the ability to manage extremely busy schedules, travel arrangement organization, meeting coordination, project management and creating and drafting documents.


Job Duties:

• The EA provides administrative support the Chief Executive Officer with additional support to team members if time allows.

• Acts as a liaison to the Board of Directors, prepares materials for Board meetings and assists with other Board related matters as needed.

• Schedules and organizes a heavy calendar of continually evolving meetings and outside activities involving multiple participants in a fast-paced environment.

• Creates materials, documents, presentations, and reports in support of the CEO and team.

• Manages complex travel arrangements, ensuring detailed itineraries are accounted for, confirmations are maintained, and advance materials are coordinated.

• Manages work deadlines and schedules and is proactive in meeting them, and in anticipating needs related to the meeting of those deadlines.

• Organizes, answers, and directs written correspondence and calls.

• Works both independently and as part of a team on projects; handles matters quickly, proactively, and with follow-through to successful completion.

• Drafts, formats, and proofreads materials for spelling, grammar, layout, and typographical errors. • Creates materials in PowerPoint.

• Organizes and locates documents stored electronically and in paper files on a continual basis.

• Prepares expense reports and manages and tracks expenses through the reimbursement process.


Education and Experience:

• High School Diploma required, associates or bachelor’s degree preferred.

• 8+ years of office administrative experience.

• Excellent knowledge of office administration procedures and the operation of standard office equipment, systems, and programs.

• Excellent attention to detail.

• A self-starter, who can be self-directed, manages well through ambiguity, yet consults appropriately.

• A creative and calm problem solver.

• Superior proficiency in a variety of computer software applications (including Outlook, Microsoft Word, Excel, PowerPoint, PDF).

• A high level of communicative and interpersonal skills, and the ability to handle discreetly sensitive and confidential matters.

• The ability to manage multiple projects and interruptions with ease.

• A strong and proven work ethic, high energy, and outstanding organizational skills.

• Strongly collaborative personality.

• Analytic ability to gather and summarize data.



Disclaimer

The job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties. The responsibilities, tasks, and duties of the jobholder might differ from those outlined in the job description and other duties may be assigned. Duties, responsibilities, and activities may change at any time with or without notice. SmartHire is not legally responsible for any change of jobholder's responsibilities or activities, by our clients, that differ from this job description.

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