Executive Assistant

Globetrotters Engineering is a full-service professional organization based in beautiful downtown Chicago, which was rated the “Best Big City” by Conde Nast Traveler readers for an unprecedented eight years in a row.

We are proud to have served the public and private sectors since 1974, drawing upon highly qualified and experienced staff with diverse expertise to provide cost-effective, sustainable, and responsive services to our clients. Globetrotters is committed to planning, designing, constructing, and managing quality and sustainable infrastructure projects that play an integral role in the development and success of the communities we serve.

We are honored to have been designated Best & Brightest Company in 2024 and 2025 and selected as Best Companies to Work For in Engineering 2025. Only companies that demonstrate excellence in workplace culture and innovative business practices are bestowed this honor.

We are seeking an Executive Assistant to support our CEO in our downtown Chicago office.

In this position, you will:

• Manage and maintain the CEO’s calendar, including scheduling meetings, prioritizing requests, and resolving conflicts proactively
• Coordinate internal and external meetings, including those with clients, prospective clients, business partners, internal stakeholders, and executive leadership.
• Prepare daily briefings, agendas, and materials to ensure the CEO is fully prepared
• Track deadlines, deliverables, and compliance requirements
• Liaise with internal engineering teams and external partners to gather required materials
• Maintain organized records of contracts, submissions, and communications
• Support onboarding and documentation processes for awarded contracts
• Maintain and update client information in Customer Relationship Management (CRM) systems
• Ensure brand consistency across materials and communications
• Track strategic initiatives led by the CEO and ensure follow-through
• Conduct research and compile reports to support decision-making
• Coordinate cross-functional projects across engineering, marketing, and leadership teams
• Assist with expense reporting
• Manage end-to-end conference registration process, including attendee enrollment, payment coordination, and confirmation tracking.
• Organize documents, contracts, and executive recordd
• Maintain a high level of professionalism in all internal and external interactions
• Handle sensitive and confidential information with discretion
• Provide general administrative support as needed
• Perform additional duties as assigned

We are looking for someone who has:

• 5 or more years as a marketing, administrative, or executive assistant
• Bachelor’s degree in English, Business, or another related major required
• Master’s degree in Business Administration preferred
• Excellent verbal and written communication skills
• Working knowledge of CRM, such as HubSpot or Salesforce
• Ability to maintain confidentiality as related to business and private matters
• Ability to operate with discretion
• Ability to multi-task with exceptional organizational capabilities
• Great attention to detail
• Ability to build relationships with internal stakeholders, including staff, and external clients
• Proficiency in Microsoft 365
• trong internet and computer skills
• Ability to work 5 days a week in office

At Globetrotters, you are offered the diverse opportunities that are found at a larger firm but are within the more collaborative and close-knit environment of a mid-size firm. Your perspective and exceptional skills will be valued here.

Starting salary range is $75,000 – $90,000. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation within the range will be dependent on factors, including but not limited to, the candidate’s experience, knowledge, skills, and abilities.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Pay: $75,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person