Executive Assistant

Company Description

R26_0009580

At NIQ, we deliver the most complete and clear understanding of consumer buying behavior that reveals new pathways to growth. We’re looking for a passionate, proactive, and organized Executive Assistant to work with our Head of Global Operations and North America Client Operations lead, providing comprehensive senior-level administrative support.

This is a hybrid role based in Chicago.

Job Description

As an Executive Assistant, you’ll play a pivotal role in maintaining effective communication, managing leadership calendars, coordinating travel arrangements, managing local onsite meetings, and handling confidential information with the utmost discretion. You’ll plan leadership meetings, working with the Head of Global Operations and North America Client Operations lead and their team to design agendas, brief participants, prepare and collate materials, and you’ll attend meetings, take notes, and follow up on action items.

Responsibilities 

• Comprehensive Administrative Support: Provide senior-level administrative support to our Head of Global Operations and North America Client Operations lead. Manage and maintain leaders’ schedules, including organizing meetings and appointments. 
• Travel Coordination: Coordinate complex travel arrangements, including flights, accommodations, and ground transportation for leaders. Prepare detailed itineraries and travel packets to ensure seamless business trips. 
• Confidential Information: Handle confidential information with the utmost discretion and maintain a high level of confidentiality in all interactions. 
• Meeting Facilitation, Planning and Coordination: Plan and coordinate leadership meetings, collaborating with leaders to design agendas and prepare materials. Brief meeting participants in advance and ensure the availability of necessary resources. Provide support in terms of on-site meetings in Chicago for Technology and Operations teams.
• Meeting Attendance and Follow-Up: Attend meetings, take comprehensive notes, and follow up on action items to ensure timely completion. Consolidate and distribute meeting summaries and key takeaways. 
• Initiative and Proactivity: Anticipate the needs of the Leadership team, proactively identifying opportunities to streamline processes and enhance efficiency. 
• Team Collaboration: Collaborate with other administrative assistants and support staff to ensure cohesive and efficient operations. Foster a positive and collaborative working environment within the support team. 

Qualifications

Who are we looking for?

You are a dynamic and proactive individual who can handle multiple responsibilities, maintain a high level of organization, and demonstrate strong communication skills while supporting leaders in their day-to-day operations.

Passionate about problem-solving and multi-tasking? Absolutely!

You know how to make things happen, working across functions and geographies to deliver solutions. You understand the unique challenges of engaging virtually and can connect the dots of a matrixed organization.  You think outside the box and are on a continuous mission to improve and enhance. 

Requirements:  

• 5+ years of relevant experience, at least 2+ of which have been as an Assistant at executive leadership level.
• Proven experience managing complex calendars, scheduling meetings, and coordinating appointments, including dealing promptly with changes and clashes. 
• Experience in coordinating travel arrangements, including booking flights, accommodations, managing itineraries, and submitting expenses for leaders. 
• Background in planning and coordinating meetings, including preparation of agendas, materials, and follow-up on action items. 
• Ability to multi‐task and prioritize activities effectively under aggressive timelines, while ensuring an elevated level of accuracy and attention to detail. 
• Solutions focused, with the ability to execute and deliver outcomes at pace, thriving in rapidly changing situations and making decisions with incomplete information. 
• Strong communication and relationship building skills.
• Experience providing project coordination support in an executive environment, including organizing timelines, coordinating stakeholders.
• Strong knowledge of Microsoft Office and Outlook, with an interest in AI and leveraging technology to improve efficiency.

Additional Information

This role has a market-competitive salary with an anticipated base compensation of the following range: $48,400-$80,000. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location. Other benefits include a flexible working environment, comprehensive health insurance,