Executive Personal Assistant

SPAAN Tech is multidisciplinary architecture, engineering and project management firm that provides services in the Midwest Region.

Job Overview
SPAAN Tech is seeking a professional and highly organized Executive Personal Assistant to provide comprehensive administrative support to a senior executive. The ideal candidate will be dedicated, discrete, demonstrate exceptional organizational skills, enjoy problem solving, and have a positive attitude.

Responsibilities

• Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace.
• Provide executive administrative support such as drafting correspondence, proofreading documents, transcribing audio files, and preparing reports with accuracy and attention to detail.
• Coordinate projects by tracking deadlines, preparing agendas, taking minutes, and ensuring timely completion of tasks.
• Handle office duties including filing, data entry, bookkeeping, and overseeing office supplies inventory.
• Serve as the first point of contact via multi-line phone systems with professional phone etiquette; screen calls and direct inquiries appropriately.
• Organize events, meetings, and conferences from planning stages through execution to ensure seamless experiences for all participants.
• Maintain confidentiality of sensitive information while managing personal tasks for executives efficiently.

Requirements

• Proven experience as an executive assistant or in a similar administrative role with a strong background in office management and executive support.
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools.
• Strong typing skills coupled with transcription and proofreading abilities to produce polished documents swiftly.
• Experience with bookkeeping software such as QuickBooks and familiarity with basic bookkeeping practices.
• Exceptional communication skills including phone etiquette, customer service orientation, and professional interpersonal interactions.
• Ability to handle multiple projects simultaneously while maintaining attention to detail; experience with project coordination is highly desirable.
• Knowledge of office equipment including multi-line phone systems, filing systems, and front desk procedures.

Pay: $55,000.00 - $68,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Education:

• Bachelor’s (Required)

Experience:

• Personal Assistant: 10 years (Required)
• Microsoft Office: 10 years (Required)

Ability to Commute:

• Chicago, IL 60606 (Required)

Work Location: In person