Executive Administrative Assistant

Company Description

Hoerr Schaudt Landscape Architects designs thoughtful, enduring gardens that connect people with place and season. The firm’s work spans private residences, streetscapes, campuses, city parks, and botanical gardens, blending natural and built environments through carefully layered plantings and spatial design. Rooted in time-honored landscape traditions, the team focuses on creating outdoor spaces that bring joy, foster interaction, and enrich daily life. With headquarters in Chicago and offices in Kansas City and Richmond, Hoerr Schaudt builds on a 30-year legacy of crafting gardens that delight and inspire.

Executive Assistant - Chicago

We are seeking a highly organized and proactive Executive Assistant to support our partnership team. The ideal candidate will be resourceful, detail-oriented, mission focused, and capable of handling a wide range of administrative and executive support tasks.

The chosen candidate will have at least six years of full-time, onsite experience in a professional office setting with a proven record of success in all areas required of the role. This position is a member of the Administrative Team, which includes HR, Operations, and Office Managers. The position reports to the Director of HR but works directly for the partner.

This position is full-time and based onsite in our Chicago office in the West Loop area. Benefits can be found listed on our careers page.

Responsibilities

These responsibilities reflect the dynamic role of an Executive Assistant, where flexibility, organization, and proactive support are essential to the business’s success and efficiency.

Administrative Support

• Manage partners’ calendars and schedules, including arranging appointments and meetings.
• Handle incoming and outgoing correspondence, including emails, letters, and calls.
• Prepare reports and presentations for meetings and presentations.
• Support partners with quarterly goals and other small projects as requested.
• Ensure completion of all tasks with high focus on prompt follow-through.
• Anticipate partners’ needs and proactively handle administrative tasks.
• Conduct research and compile data for executive decision-making.
• Handle personal tasks and errands as requested.

Communication Liaison

• Handle requests and queries appropriately.
• Act as a liaison between partners, teams, clients, vendors, and external stakeholders.
• Coordinate client meetings and events, ensuring a smooth experience.
• Ability to acknowledge the sensitivity and maintain privacy of internal partner and leadership coordination.
• Ensure partner and leadership dialog in sensitive matters held in confidence.

Travel and Accommodation Arrangements

• Arrange travel itineraries, including flights, accommodations, and ground transportation.
• Prepare travel agendas (often with input from other team members), necessary documents, and expense reports.
• Share the partners’ travel agendas with other team members for coordination.
• Ensure travel plans align with partners’ schedules and preferences.

Data Management and Record Keeping

• Maintain accurate records and files, both electronic and physical.
• Ensure information confidentiality and data protection.

Continuous Improvement:

• Share opportunities to streamline processes and improve efficiency.
• Implement best practices in administrative support.
• Stay updated on industry trends and administrative tools to enhance job performance.

Qualifications:

• Proven experience as an executive or administrative assistant or similar administrative role.
• Excellent MS Office knowledge and proficiency and Abobe Suite, specifics experience with InDesign and PowerPoint.
• Outstanding organizational and time management skills.
• Ability to multitask and prioritize daily workload.
• Discretion and confidentiality.
• Knowledge of EOS and the supporting platform (Bloomgrowth) is a plus but not required.
• Strong communication skills, both written and verbal.
• A proactive approach to problem-solving with strong decision-making skills.
• Bachelor’s degree in business administration or relevant experience.
• Experience in a business environment.
• Expertise in project management tools and software.
• Experience managing and coordinating requests from multiple staff.

Additional Information:

• Work Environment: Monday through Friday 8:30-5:30 with an hour for lunch/breaks.
• Benefits: Health benefits, paid time off, 40…