Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Duration: 12 Months

Location: Chicago, IL, 60642

Job Summary:

We are seeking a detail-oriented and proactive Executive Administrative Assistant to provide high-level administrative and office support to senior executives. This role requires strong organizational skills, the ability to work within established procedures, and sound judgment in straightforward situations. The ideal candidate will possess working knowledge gained through formal training or practical experience and will operate with a moderate level of supervision.

Key Responsibilities:

Administrative & Office Support:

• Provide comprehensive secretarial and administrative support to executives or designated teams.
• Prepare and format correspondence, reports, presentations, agendas, and meeting minutes using standard business software applications.
• Maintain and update files, records, calendars, diaries, and contact lists.
• Receive, screen, and direct incoming calls, mail, email, and visitors professionally.
• Arrange business travel, coordinate meeting logistics, track and submit expenses as required.

Executive Support:

• Organize information for executive use during conferences, speeches, and reports.
• Perform editing, proofing, formatting, document design, data entry, and form preparation.
• Schedule and coordinate meetings, appointments, and travel for executives, ensuring efficient time management.
• Manage correspondence and relay accurate, timely messages to and from internal and external stakeholders.
• Handle sensitive and confidential business or personnel information with discretion.

Operational Support:

• Follow established processes and procedures to support daily business operations.
• Identify and resolve routine issues using standard procedures and factual information.
• Support the smooth functioning of office facilities and business support services.

Preferred Attributes / Higher-Level Considerations:

Candidates may be considered at a higher level if they demonstrate:

• Strong organizational knowledge (e.g., financial/authorization processes).
• Ownership and management of executive calendars and access.
• Frequent communication with internal and external executives.
• Bilingual capabilities.
• Ability to conduct basic research and prepare draft communications.

Qualifications:

• Working knowledge of administrative processes through training or relevant work experience.
• Proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong communication, organizational, and multitasking skills.
• Ability to work within established procedures with moderate supervision.
• High attention to detail and ability to manage confidential information.