Executive Assistant

4 weeks ago

Chicago, United States Mavely Full time

Position Summary

Mavely’s Executive Assistant will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Essential Functions

  • Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
  • Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows
  • Manage communication with employees by liaising with internal and external leaders on various projects and tasks
  • Plan and orchestrate work to ensure that senior leaders priorities are met, organizational goals are achieved, and best practices are upheld
  • Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics
  • Coordinate complex scheduling and calendar management, as well as content and flow of information to senior leadership
  • Manage senior leaders travel logistics and activities, including accommodations, transportation, and meals
  • Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database
  • Support Chicago based office with various tasks including mail, deliveries, guest passes, interviews, meetings, conference room bookings, etc.
  • Maintain professionalism and strict confidentiality with all materials
  • Organize team communications and plan events, both internal and off-site in collaboration with HR.
  • Be a virtual assistant company wide for any administrative responsibilities of the Mavely team
  • Any other duties assigned by management.


Education & Experience Requirements

  • Bachelor’s Degree in Management or Communications preferred
  • 4 or more years of experience in an administrative role reporting directly to upper management
  • Ability to maintain confidentiality of information related to the company and its employees

Knowledge & Skill Requirements

  • Strong knowledge in Microsoft Outlook, Word, PowerPoint, and Excel
  • Strong knowledge of company policy, goals and standards
  • Ability to maintain and create templates on DocuSign and Adobe
  • Excellent written and verbal communication skills
  • Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
  • Proficiency with office productivity tools and an aptitude for learning new software and systems
  • Flexible team player, willing to adapt to changes and unafraid of challenges
  • Ability to assume responsibility & exercise good judgment when making decisions within the scope of the position.
  • Ability to perform the job safely & with respect for others, for property, & for individual safety

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