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Executive Assistant

2 months ago

chicago, United States NPH USA Full time

Reports To: CEO/Executive Leadership

Location: Chicago

Employment Type: Full-time


Job Summary

We are seeking a proactive, organized, and resourceful Executive Assistant to support the CEO and executive leadership team. The Executive Assistant will play a critical role in ensuring the smooth operation of daily activities, helping the executive focus on strategic priorities. The ideal candidate is a strong communicator with excellent attention to detail, time-management skills, and the ability to handle confidential information with discretion.


Key Responsibilities:

Administrative Support:

  • Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements (domestic and international).
  • Prepare and organize agendas, meeting materials, and presentations for internal and external meetings.
  • Screen and respond to emails and other communications on behalf of the executive team.
  • Handle confidential documents, reports, and financial information.

Communication & Coordination:

  • Serve as a key point of contact between the CEO, executive leadership, and external stakeholders.
  • Facilitate effective communication across departments, ensuring that information flows smoothly.
  • Draft correspondence, reports, and presentations as needed.
  • Assist in preparing briefings and reports for key meetings and presentations.

Project Management:

  • Track and manage various strategic initiatives, ensuring deadlines are met.
  • Assist in organizing and overseeing special projects, events, and company-wide initiatives.
  • Conduct research and compile data for decision-making processes.

Event Planning & Logistics:

  • Plan and execute leadership meetings, offsites, and company events.
  • Coordinate logistics for executive travel, speaking engagements, and conferences.

Team Support & Collaboration:

  • Provide support to the executive leadership team, assisting with administrative tasks and special projects as needed.
  • Build strong relationships with internal teams and external partners to facilitate efficient communication.


Qualifications:

  • Proven experience as an Executive Assistant or similar role.
  • Excellent organizational and multitasking skills, with the ability to manage multiple priorities in a fast-paced environment.
  • Strong verbal and written communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Salesforce.
  • High level of discretion and confidentiality.
  • Ability to work independently and make decisions with minimal supervision.
  • Bachelor's degree in business administration, communications, or a related field is preferred but not required.


Desired Attributes:

  • Detail-oriented and solutions-focused.
  • Strong interpersonal skills and the ability to build relationships at all levels.
  • Proactive and adaptable, with a "can-do" attitude.
  • A team player with a collaborative approach.
  • Bilingual is preferred but not required