Executive Assistant

Are you Ready to Engineer Your Career?  At IMEG, one of the largest design consulting firms in the U.S., we strive to provide exciting and rewarding career opportunities to our team members.  We work hard and are passionate about what we do but also love to have fun along the way.  We celebrate the ability to be a firm of over 2900 employees in the US and beyond who still provides a local office approach and feel to each of our employee-owners.  From opportunities to get involved and give back locally through our Community Involvement Committees to the ability to partner with exciting clients, we take our jobs seriously but have a great time in the process. 

As a company, we believe in investing in our team members and providing an environment for expansive growth. We put people first.  We are proud to say we are a 100% employee-owned organization and take pride in our commitment to being a great place to work.  We support this commitment through work-life balance, flexibility, continuous training and development opportunities, and community impact. We reward innovation, hard work, and support a culture of sustainability.

IMEG is growing, and we’d love to have you join our team!  We are currently seeking an Executive Assistant, preferably in our Chicago or Des Moines offices, but are also open to remote candidates. As the Executive Assistant you will provide high-level administrative support to senior leaders, including C-Suite Executives and Executive Vice Presidents. This role is crucial in ensuring the smooth operation of executive functions, enabling senior leaders and executives to focus on strategic initiatives and decision-making. This role involves managing complex administrative issues, proactively working independently on projects and using dynamic problem-solving to plan and anticipate executive’s needs. This position will interact and work with various teams and stakeholders.

Principal Responsibilities

• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters, documents, and presentations; collecting and analyzing information; and initiating telecommunications while being representative of the leader’s tone and voice
• Analyzes information and extracts insights to make informed decisions
• May oversee and supervise local office operations such as mailroom, facilities, café, and reception, depending on the location
• Handles high-level, sensitive information while maintaining confidentiality and exercising the utmost privacy and discretion
• Prepares, updates and distributes meeting minutes, action items, and related documents
• Coordinates company meetings both on-site and off-site

Required Skills/Abilities

• Superior organization, prioritization, troubleshooting and time management skills
• Ability to handle multiple and competing priorities effectively
• Ability to execute with a high level of detail and accuracy
• Excellent verbal and written communication skills
• Ability to exercise discretion and confidentiality
• Ability to adapt quickly and efficiently to changing environments
• Demonstarted ability to work cohesively as part of a team with other Executive Assistants with little to no guidance; flexibility to work with others depending on the ebb and flow of workload, ensuring timely and efficient completion of tasks
• Proven experience in collaborating effectively with a peer group to ensure smooth and efficient operations
• Familiarity with office equipment and applications (Office 365, e-calendars, copy machines)
• Ability to work with staff of all levels within the company
• Strong interpersonal skills and customer service orientation coupled with ability to exhibit and maintain a positive attitude
• Familiarity with Power BI and SharePoint
• High level of ability in using Excel, Word, Outlook, Teams and PowerPoint
• Ability for overnight travel up to 10% of the time

Education and Experience

• Associate’s Degree required; Bachelor’s Degree preferred
• Previous experience handling and maintaining confidential and sensitive information required
• Current Notary or willingness and ability to become a Notary