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Executive/Personal Assistant

3 months ago

Lake Forest, United States Medvec & Associates, LLC Full time
Job DescriptionJob Description

Title: Executive/Personal Assistant
Location: Chicago, IL
Travel: up to 25% around Chicago, IL – must own vehicle and possess a valid driver's license
Type: contract – duration 12 months
Education: college degree preferred but not mandatory

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We are only considering candidates who live within 30 minutes of Chicago, IL. We will not consider applicants seeking to relocate.

ROLE & COMPANY OVERVIEW

Medvec & Associates, LLC provides expertise in negotiation, decision-making, team effectiveness, corporate governance, and women in leadership. For over two decades, Dr. Victoria Medvec, the firm’s President and CEO, has brought her unique knowledge to some of the world’s largest and most highly-respected companies, such as McDonald’s, Google, McKesson, Microsoft, McKinsey, IBM, T-Mobile, and Amgen, to name a few. She is also the Adeline Barry Davee Professor of Management and Organizations at the Kellogg School of Management at Northwestern University.

We are looking for a highly organized, proactive, and detail-oriented Executive/Personal Assistant to support Dr. Medvec and the team. The ideal candidate will possess excellent communication skills, a strong work ethic, and the ability to multitask in a fast-paced environment. This role involves coordinating travel arrangements on behalf of Dr. Medvec and the team, managing administrative tasks, running errands, and providing occasional tech support as needed. We want someone who cares about learning and personal growth, with the opportunity to sit in on Dr. Medvec’s training, consulting, and MBA classes. Not only will the Executive/Personal Assistant have exposure to the teaching of a world-renowned negotiations and critical decision-making expert but will also have the advantage of sharpening negotiation and decision-making skills of their own, which we would then expect would be used on behalf of Dr. Medvec.

This is a one-year contract position that requires availability of at least 30 hours per week, with the ability to extend the commitment after one year. While most of the work is completed virtually, assistance with errands and other duties require the candidate to live in or around Chicago, IL and possess a vehicle and valid driver's license

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EXECUTIVE/PERSONAL ASSISTANT ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Travel Coordination: Arrange travel bookings (including flights, hotel accommodation, dining reservations, ground transportation) for Dr. Medvec and the team. Create detailed itineraries for personal travel. Maintain documentation of travel-related preferences (likes/dislikes, airline and hotel membership numbers, dietary restrictions). Compile receipts when required for client reimbursement.
  • Administrative Tasks: Coordinate all appointments and arrange transportation accordingly. 
  • Personal Support: Assist with personal shopping, errands, and social engagements. Manage social calendars and extracurricular activities. Liaise with outside vendors, housekeeper, landscapers, etc. to coordinate all aspects of household management. Maintain confidentiality and handle sensitive matters with care.
  • Tech Support: Support team on virtual sessions delivered via Zoom, Webex, Teams, and Google Meet. Help monitor chat, breakout rooms, and other IT features available on virtual conference platforms.

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EXECUTIVE/PERSONAL ASSISTANT QUALIFICATIONS & COMPETENCIES

  • At least five years serving as an executive assistant, travel coordinator, or similar administrative role.
  • Excellent interpersonal, oral, and written communication skills.
  • Prioritize inquiries & requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
  • Flexibility to be on call and work outside standard workday hours, especially during certain travel engagements.
  • Excellent decision-making skills with the ability to assess multiple options and to identify the best choice to serve a specified goal
  • Ability to handle sensitive and confidential information with discretion.
  • Proactive attitude and willingness to take initiative.
  • Have a learning orientation for oneself, with a view to learning and development as an ongoing process in the furthering of personal improvement.
  • Technical requirements: expertise with Microsoft Office, particularly Word, Excel, and PowerPoint; proficiency in Google Docs and Google Slides; familiarity with virtual conference platforms or ability to learn.

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BENEFITS

  • Competitive salary and performance-based bonus.
  • Ability to work remotely the majority of the time.
  • Professional development: opportunity to learn from the world’s leading expert in negotiations.
  • High degree of autonomy with work deliverables.

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