Executive Administrative Assistant

9 hours ago

Chicago, United States LHH Recruitment Solutions Full time
Job DescriptionJob DescriptionExecutive Administrative Assistant

The Executive Administrative Assistant plays a pivotal role in creating a welcoming and engaging office environment while providing comprehensive administrative support to the [Executive's Title]. This position requires a highly organized, proactive, and detail-oriented individual with exceptional communication and interpersonal skills. The ideal candidate will be able to anticipate the needs of the Executive, manage a complex calendar, and handle a variety of administrative tasks efficiently. This is a Contract to Hire opportunity located downtown Chicago.

Responsibilities:
  • Cultivate a positive and welcoming office atmosphere by actively engaging with employees and ensuring a comfortable and productive workspace.
  • Collaborate with Milwaukee teammates to provide seamless client support in Chicago.
  • Contribute to the agency-wide culture committee, representing Chicago and implementing office-specific initiatives.
  • Report on office progress to senior management and collaborate on improving operations and procedures.
  • Manage office expenses and employee engagement/hospitality budgets, working with suppliers to maintain adequate supplies and resources.
  • Maintain regular communication with Chicago-based employees to gauge their needs, engagement, and satisfaction.
  • Plan and host internal and external meetings and events in the Chicago office, including onsite presence before, after, and occasionally on weekends.
  • Develop knowledge of the downtown Chicago hospitality scene to recommend restaurants and entertainment options for client and agency events.
  • Serve as the point of contact with the building landlord and coordinate maintenance services to ensure a clean, safe, and functional office environment.
  • Maintain a detailed calendar, schedule appointments, and coordinate meetings for the Executive.
  • Organize travel arrangements, including flights, hotels, meeting rooms, car rentals, and Amtrak, and assist with expense report submission.
  • Reserve meeting rooms, handle setup, meals, and cleanup for internal Executive Leadership Team (ELT) and agency meetings.
  • Assist with researching and booking venues for ELT offsite sessions and coordinate audiovisual and catering needs.
  • Take notes at meetings and provide detailed minutes.
  • Prepare presentations and other documents as requested.
  • Serve as an interviewee during hiring processes, provide information to candidates, and offer feedback to the recruiting team.
  • Cover the concierge and main agency phone line at least one day per week.
  • Provide backup support to other administrative and hospitality team members as needed.
  • Perform various administrative tasks, such as distributing mail, shipping packages, copying/faxing/printing documents, transcribing, maintaining conference rooms and kitchenettes, and ordering office supplies.

Qualifications:
  • Advanced proficiency with Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint).
  • Excellent written and verbal communication skills.
  • Strong organizational and time management skills.
  • Ability to multi-task, prioritize, and meet deadlines.
  • Attention to detail and accuracy.
  • Proven ability to handle sensitive information confidentially.
  • High ethical standards.
  Job Details:
  • Contract to Hire
  • Monday-Friday, onsite
  • Pay is $25-$28 an hour, depending on experience

If you are interested, please apply and submit your resume.
Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits, and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.
 

Pay Details: $25.00 to $29.00 per hour

Search managed by: Kim Moeslein

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.lhh.com/us/en/candidate-privacy

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
  • The California Fair Chance Act
  • Los Angeles City Fair Chance Ordinance
  • Los Angeles County Fair Chance Ordinance for Employers
  • San Francisco Fair Chance Ordinance

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