Executive Assistant

About the job

Company Description

Frost Chicago stands at the forefront of the event production industry, specializing in creating memorable experiences through innovative design and seamless execution. We provide comprehensive event solutions - including lighting, audio, video, staging, and design services - for everything from grand-scale corporate gatherings and experiential activations to luxury weddings and private functions.

We believe in the power of collaboration and are committed to fostering a creative, supportive work environment. Our dedication to quality and detail ensures that every event we produce reflects our clients’ vision and our passion for the craft. As we continue to grow, we remain focused on a workplace that values diversity, encourages innovation, and offers real opportunities for professional growth.

Role Snapshot

Location: Chicago, IL (On-site) · Full-time · Supports: President and Vice President, Administration & Sales · Travel: Minimal

Job Summary

The Executive Assistant is a dedicated support role for two senior leaders with different responsibilities and working styles. The job is to make their days run more effectively: manage the details, protect their time, keep decisions and commitments moving, and anticipate what each executive needs next.

Calendar management, meetings, correspondence, travel, documents, and expenses are core parts of the role. We also want someone who notices where recurring work gets stuck and develops simple, reliable processes to improve it—whether that means a better meeting routine, clearer follow-up tracking, or a more useful way to organize information. This is executive support, not a general office-management, sales, event-production, or company-wide operations position.

Supervisory Responsibilities

None.

Key Responsibilities

Executive Support

• Manage two executives’ calendars, coordinate meetings, and help protect time for their highest priorities.
• Anticipate scheduling conflicts, competing requests, deadlines, and preparation needs; communicate options and tradeoffs clearly.
• Triage correspondence and calls, draft professional communications, and coordinate follow-up with internal and external stakeholders.
• Prepare agendas, materials, presentations, and documents for executive meetings.
• Capture decisions and action items, track commitments, and ensure important follow-ups do not get lost.
• Coordinate travel and related logistics when needed.
• Prepare and organize expense records and maintain accessible, confidential executive files and documents.
• Handle sensitive information with discretion and sound judgment.

Executive Workflow and Process Support

• Build and maintain simple routines and tracking systems that help the executives manage priorities, meetings, decisions, and follow-through.
• Identify recurring friction in the executives’ day-to-day work and propose practical improvements.
• Adapt support to each executive’s working style while creating enough consistency that shared priorities stay visible and actionable.
• Coordinate across teams and with external partners when needed to move executive commitments forward, without taking ownership of those teams’ work.

Experience and Education

• Experience in executive support or another high-trust role involving demanding stakeholders and competing priorities. Three or more years is preferred, but strong transferable experience will be considered.
• A demonstrated ability to improve a workflow, routine, tracker, or process—not just keep up with incoming tasks.
• Excellent organization, prioritization, and follow-through when schedules and requests change.
• Good judgment, reliability, and discretion with confidential information.
• Clear, professional written and verbal communication.
• Comfort with calendars, meetings, correspondence, documents, travel details, and expense records.
• Familiarity with Google Workspace, Microsoft Office, or similar tools, and the ability to learn new systems quickly.
• Experience supporting two executives is helpful but not required. A degree or event-production background is not required.

Physical Requirements

This is primarily desk- and computer-based work involving regular use of a computer and phone and attendance at in-person meetings. The role does not involve routine heavy lifting, warehouse work, or field production.

Work Environment

Work is performed on-site in Frost Chicago’s Chicago …