Executive Assistant__Executive Operations & Support

Company Description

Frost Chicago is a full-service event production company that brings corporate events, experiential activations, luxury weddings, and private events to life through lighting, audio, video, rigging, staging, drape, scenic, and custom fabrication.

We combine creative thinking with disciplined execution. Our work moves quickly and depends on strong communication, attention to detail, sound judgment, and people who take ownership from the first conversation through the final event.

Job Summary

Frost Chicago is seeking a highly organized, proactive Executive Assistant to support the President and Vice President, Administration & Sales. The purpose of the role is not simply to manage email and calendars, but to improve the way both executives work day to day. The Executive Assistant will create and maintain practical systems for priorities, meetings, communication, follow-through, travel, expenses, and recurring executive routines.

The right person is process-minded and takes ownership. They notice friction, bring order to incomplete information, develop repeatable workflows, and make sure important commitments move forward without requiring constant executive intervention. They must work comfortably between two leaders with different responsibilities, schedules, and working styles.

This role owns the processes surrounding the executives’ work. It does not own sales, event production, departmental operations, or company-wide strategy.

Key Responsibilities

Manage complex calendars for two executives; establish practical scheduling routines, protect focus time, resolve conflicts, and ensure each calendar reflects current priorities.

Build and maintain a clear executive workflow for priorities, decisions, commitments, deadlines, and follow-up across both leaders.

Prepare meetings and improve recurring meeting routines, including agendas, materials, notes, action tracking, and follow-through.

Manage the flow of incoming requests and communications; create clear routing and prioritization practices, flag time-sensitive items, and support timely responses.

Translate conversations and decisions into organized notes, owners, deadlines, and next steps so commitments do not depend on memory.

Identify recurring friction in the executives’ day-to-day work and develop practical, repeatable solutions such as checklists, templates, trackers, and routines.

Coordinate business travel, transportation, accommodations, itineraries, appointments, and related changes.

Prepare expense reports, organize receipts, and maintain accurate supporting records.

Draft, proofread, format, and organize presentations, reports, letters, and internal communications.

Maintain confidential information, organized files and contact records, and professional relationships with employees, clients, vendors, and other stakeholders.

What Success Looks Like

The executives can focus on leadership and high-value decisions because their day-to-day workflows are organized and dependable.

Calendars, meetings, communications, travel, and administrative routines are handled proactively rather than reactively.

Commitments, decisions, and follow-ups are captured, kept visible, and moved forward without repeated executive intervention.

Recurring executive-support processes become clearer, more consistent, and less dependent on individual memory.

Experience and Qualifications

3+ years of experience in executive support, senior administration, project coordination, client service, hospitality, professional services, or another high-trust, fast-paced role preferred; equivalent experience and demonstrated ability will be considered.

Experience supporting senior leaders or multiple demanding stakeholders is preferred, but not required.

Demonstrated ability to create or improve practical workflows, tracking systems, templates, checklists, or recurring routines.

Strong organization, attention to detail, time management, and follow-through across multiple priorities.

Strong discretion and judgment when handling confidential information, competing requests, and incomplete information.

Excellent written and verbal communication, proofreading, and document-formatting skills.

Ability to work independently, anticipate needs, adjust to changing priorities, and follow through without repeated reminders.

Comfort with calendars, email, documents, spreadsheets, presentations, and shared tracking tools; Google Workspace or Microsoft Office expe…