Executive Assistant

4 weeks ago

Chicago, United States Mintel Full time

As a top Market Intelligence agency, our knowledge, expertise and insight can inform and guide a company's marketing strategy, helping them make better business decisions faster. Our Senior Leadership team consists of a group of top professionals in Insights, Consulting, Technology and Sales and to enable them to work at their best and continue to drive our business forward, we are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide support to three of them in the Americas.

This role requires exceptional multitasking skills, discretion, and the ability to work in a fast-paced environment. The ideal candidate will be comfortable supporting executives that are all remote, have strong communication skills and the ability to anticipate the needs of the executives they support, ensuring the smooth and efficient operation of their daily schedules and responsibilities.

The ideal candidate for this role has a minimum of 5 years of experience as an Executive Assistant or in a similar role supporting senior leadership. You should have experience working on hybrid teams and supporting remote executives and it would be a huge plus if you have experience supporting multiple executives simultaneously. This role is required to sit in our Chicago office and hybrid and flexible working arrangements may be available depending on the needs of the executives. Occasional after-hours work may be required to support urgent tasks or events and occasional travel may be required.

What You Will Be Doing:

Administrative Support:

  • Manage complex calendars and scheduling for three executives, prioritizing meetings, calls, and appointments.
  • Coordinate travel arrangements, including flights, accommodations, itineraries, and ground transportation.
  • Prepare and edit correspondence, communications, presentations, and other documents as needed.
  • Handle sensitive and confidential information with discretion and professionalism.
  • Assist in meeting preparation, including agenda creation, materials distribution, and logistics coordination.
  • Organize and maintain filing systems, both electronic and physical, ensuring accuracy and accessibility.
  • Act as proxy for internal approvals for travel, expenses, hiring, etc.
  • Prepare and submit expense reports and ensure compliance with financial policies.

Communication & Coordination:

  • Act as the primary point of contact between the executives and internal/external stakeholders.
  • Screen and prioritize incoming communications (emails, phone calls), ensuring timely responses and follow-ups.
  • Coordinate and facilitate communication among the executives and their teams, ensuring alignment on priorities and tasks.
  • Schedule and coordinate team meetings, offsite events, and special projects.
  • Attend key meetings to take notes, prepare summaries, and track action items.
  • Liaise with clients to support executive outreach for voice of customer initiatives.

Project Management:

  • Support special projects and initiatives led by the executives, ensuring deadlines are met and progress is communicated regularly.
  • Track key deliverables and follow up on action items from meetings or projects.

Event Planning:

  • Plan and execute corporate events for the Senior Leadership team, meetings, and team gatherings, including venue selection, catering, and logistics.
  • Assist with event materials preparation, such as presentations, reports, and other documents.

General Office Management:

  • Collaborate with administrative staff to ensure cohesive office support for all leadership.

What We Are Looking For:

  • Adaptable: You will need to be friendly, flexible, and positive. You are someone who is a doer and thrives in a fast-paced working environment and can adapt your plans and processes when needed.
  • Detail-Oriented: You are able to follow instructions carefully and handle details meticulously, remaining focused during your task. You always check your work and develop your ideas thoroughly into an effective plan of action.
  • Problem Solver: You make decisions and resolve issues using critical thinking and analytical skills, looking at a problem from various points of view in order to make the best decision for the task at hand.
  • Great Communicator: It goes without saying that this role needs an excellent communicator-in both verbal and written settings. You are down-to-earth, confident and trustworthy with excellent people skills.
  • Tech-Savvy: You are proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant software tools and ideally have exposure to Project Management software.
  • Collaborative: You work well within a team and bring an energy to the table that encourages and develops internal relationships with a willingness to share knowledge and experiences.
  • Self-Directed: You are able to work autonomously and take responsibility for fulfilling tasks and meeting deadlines. You have excellent time management and organizational skills.

Equal Opportunity Employer: Race/Color/Sex/Sexual Orientation/Gender Identity/Religion/National Origin/Disability/Vets

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