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Executive Assistant Office Manager
2 months ago
Civic and cultural organization is looking for a vibrant professional to support the Founder. The ideal individual is comfortable being an assertive gatekeeper, expertly setting boundaries while also shining as an ambassador among Chicago's elite leaders. This role calls for someone with keen emotional intelligence and intuition, capable of gauging the office atmosphere and understanding everyone’s capacity. The ideal candidate will be driven and ambitious, passionate about cultivating and maintaining strong relationships. Proactivity and resourcefulness are essential; you'll need to anticipate needs and act swiftly. Above all, the ability to handle sensitive information with utmost discretion and confidentiality is crucial. If you're ready to step into a role with high visibility and impact, we’re eager to meet you
Responsibilities
- Ensure the executive’s time is aligned with their priorities through a demonstrated understanding of the core business and by leveraging expert prioritization strategies.
- Manage a very busy and complex calendar with a high level of detail, using a collaborative process for eliminating conflicts and prioritizing the most critical engagements.
- Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the organization.
- Increase the bandwidth of the executive by anticipating needs and taking ownership of planning, executing, and delegating activities, creating an extra layer of accountability.
- Coordinate travel arrangements ensuring schedules and well-articulated itineraries.
- Skillfully interact with and communicate effectively with high-profile individuals, always ensuring professionalism and diplomacy.
- Organize meetings and board meetings, including booking conference room space, ordering catering, organizing agendas, preparing materials, and ensuring the availability of participants.
- Take and distribute clear and comprehensive notes in all meetings, proactively delegate, and schedule follow-up from meetings and direction from the executive.
- Draft and prepare correspondence for internal announcements to key stakeholders on behalf of the executive
- Prepare expense reports, vendor invoicing paperwork, and purchase requisitions, including monthly expense reconciliation and on-demand expense reports.
- Manage aspects of the office to provide a smooth-running environment for the team.
Ideal Experience
- Bachelor’s degree is ideal but not required.
- 3+ years of work experience in a similar role.
- Highly organized and thoughtful with critical thinking skills.
- Strong business sense, able to set priorities and make sound judgment calls when needed.
- Diligent, self-starter who uses emotional and cultural intelligence to intuit needs.
- Ability to function well in a dynamic environment.
- Must be highly competent with a range of updated communication tools (Zoom, Slack, Mailchimp)
- Proficiency in Microsoft Office
- Proficiency in Google G Suite tools (Gmail, Docs, Sheets, Slides, etc.)
#117675
The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.
