Executive Assistant - Administrative Assistant

Job Title Executive Assistant / Administrative Assistant Industry Marketing & Advertising Location Chicago, IL – Fulton Market Assignment Type Temporary Contract – Approximately 3 Months Pay $26 – $30 / Hour Work Schedule Monday–Friday, 8:00 AM–5:00 PM CST, approximately 30–40 hours per week. Hybrid schedule requiring a minimum of 2 days onsite weekly, with additional onsite days as needed for leadership meetings and events. Benefits This position is eligible for medical, dental, vision, and 401(k).

About The Company: Our client is an established creative marketing and advertising organization specializing in brand strategy, customer engagement, and innovative marketing solutions. The company combines creative thinking, technology, and strategic expertise to deliver impactful experiences for its clients.

Job Description: We are seeking a highly organized and proactive Executive Assistant / Administrative Assistant to provide comprehensive administrative support to senior leadership during a temporary assignment.

This individual will be responsible for managing complex calendars, coordinating domestic and international travel, processing expense reports, and organizing leadership meetings and onsite events. The ideal candidate is detail-oriented, adaptable, and comfortable managing multiple priorities while ensuring executives remain organized and focused on business objectives.

This position requires strong communication skills, proficiency in Microsoft Office, and the ability to anticipate administrative needs in a dynamic, professional environment.

Key Responsibilities: Executive & Administrative Support

• Provide daily administrative assistance to multiple senior-level executives.
• Coordinate executive schedules, appointments, and business commitments.
• Manage incoming requests and prioritize competing deadlines to ensure efficient daily operations.
• Maintain organized records, communications, and administrative documentation.
• Assist with preparing presentations, business correspondence, and other materials as needed.
• Support additional office and administrative projects based on business needs.

Calendar & Travel Management

• Oversee busy executive calendars, including scheduling domestic and international meetings.
• Arrange conference calls, virtual meetings, and appointments across multiple time zones.
• Identify scheduling conflicts and proactively coordinate adjustments.
• Organize domestic and international travel arrangements, including transportation, accommodations, and itinerary planning.
• Provide ongoing travel support and assist with itinerary changes as needed.

Expense & Administrative Processing

• Prepare, submit, and track executive expense reports.
• Process purchase orders, timesheets, and other routine administrative documentation.
• Maintain accurate expense records and ensure timely submission of required information.
• Coordinate miscellaneous purchases, deliveries, and employee or client gifts.
• Assist with maintaining distribution lists and internal administrative systems.

Meeting & Event Coordination

• Organize leadership meetings, team gatherings, and large onsite events.
• Coordinate meeting logistics, including room reservations, catering, visitor arrangements, and presentation materials.
• Assist with planning and executing executive meetings involving multiple stakeholders.
• Maintain Microsoft Teams sites and shared resources for designated departments.
• Ensure meeting spaces, materials, and technology are prepared in advance.
• Provide onsite administrative support during leadership meetings and special events.

Qualifications:

• Previous experience as an Executive Assistant, Administrative Assistant, or in a comparable administrative support position.
• Demonstrated experience supporting senior executives or leadership teams.
• Strong background managing complex calendars and coordinating meetings across multiple time zones.
• Experience arranging domestic and international business travel.
• Proficiency in preparing and processing expense reports.
• Strong working knowledge of Microsoft Office Suite, particularly Outlook, Excel, PowerPoint, and Teams.
• Experience coordinating leadership meetings, corporate events, or large onsite gatherings.
• Excellent written and verbal communication skills.
• Exceptional organiz…