Executive Assistant

Job Location: ​Chicago​

Chicago

Want to make an impact?

We are seeking an experienced and highly organized Executive Assistant to support a member of our Senior Leadership Team (SLT).  This role requires a proactive, detail-oriented individual who can handle multiple tasks simultaneously, manage complex calendars, and travel frequently across international locations to provide comprehensive administrative support.

Ways you will make a difference

1. Calendar Management:

• Efficiently manage and prioritize the Executive’s calendar, ensuring effective time management.
• Schedule and coordinate meetings, including managing all logistics such as time zones, virtual platforms, room reservations, and materials.
• Handle last-minute changes and urgent requests, ensuring smooth adjustments with minimal disruption.

2. Global Travel Coordination: 

• Organize extensive international and domestic travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare detailed travel agendas, ensuring all necessary documents (e.g., visas, itineraries) are prepared in advance.
• Provide support during travel for last-minute changes or issues as they arise.

3. Communication Management: 

• Act as a liaison between the Executive and internal/external stakeholders.
• Screen, prioritize, and manage inbound communication (emails, etc.) for the Executive, ensuring timely responses and follow-ups.
• Draft, review, and manage correspondence on behalf of the Executive, ensuring professional and clear communication.

4. Meeting & Event Planning: 

• Organize and coordinate both virtual and in-person meetings, conferences, and events. 
• Manage logistics for small to medium scale meetings, including venue selection, catering, and AV setup. 
• Assist with the preparation and distribution of agendas, reports, and presentations for meetings.

5. Project Support: 

• Assist with the execution of special projects as assigned, often involving cross-functional teams. 
• Track key deliverables and deadlines for projects involving the Executive, ensuring progress and on-time completion. 

6. Confidentiality and Professionalism: 

• Handle sensitive information with the utmost discretion and maintain confidentiality at all times. 
• Represent the Executive and company in a professional and positive manner, both internally and externally. 

7. Administrative Support: 

• Manage administrative duties such as filing, office supply procurement, and document organization. 
• Support the broader executive team with ad-hoc tasks as needed. 

Skills that will make you successful

• Exceptional organizational and time-management skills. 
• Strong written and verbal communication skills. 
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity tools. 
• Ability to work independently and take initiative. 
• Flexibility to adapt to shifting priorities and deadlines. 
• Proficiency with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Strong interpersonal skills and ability to interact effectively with all levels of the organization. 

Experiences that will support your success

• Bachelor's degree or equivalent work experience required.
• Minimum of 5-7 years of experience supporting senior executives in a fast-paced, global corporate environment, preferably within a CPG, retail, or similar industry. 
• Extensive experience with complex calendar management and international travel coordination. 
• Proven ability to handle sensitive information with confidentiality.